HOA Board Meeting Schedule | Minutes


 

2024
The Villages at Sleepy Hollow Homeowner's Association, Inc.

Board Of Directors HOA Meeting Schedule

 

March 4, 2024                       Annual Meeting

  ** LOCATION and TIME CHANGE FOR MARCH MEETING ** 

                          Registration    6:30 – 7:00 p.m.

Meeting 7:00 p.m. – 8:00 p.m.

  Cross Pointe Church of the Nazarene, 27665 Nanticoke Rd, Salisbury 
[Posted 16-February 2024] 
 

 

May 6, 2024

 

 

July 8, 2024                                     

     

 

 

October 7, 2024                  l Budget Meeting

Approval of 2025 Budget

 
  

Effective May 6, 2024, all meetings commence at 7:00 p.m. and are held at:

Cross Pointe Church of the Nazarene

27765 Nanticoke Road

Salisbury, MD 21801

All members of the community are encouraged to attend.
 
 

 
Board of Director's HOA Meeting Minutes 


2023
 
Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 9, 2023

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD


Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by Wendy Bailey, seconded by Sue Revelle, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 7:00 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

Directors in Attendance:                                                   

Wendy Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member At-Large), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member At-Large) and Sue Revelle (Member At-Large).

·       Quorum present? Yes

Welcome Homeowners in Attendance:

Judith Jones, Barbara Powell, Rejane Jackson, Julie Cain, Jarvis Cain, Keith Bounds, Mark Tyler, and Felicia Cosby. [8 Members present]

President’s Report:

·       No updates to report.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 10th), Cathy reported on the five (5) ARB requests submitted, reviewed, and approved.

 

Date Submitted

Date Approved

 

Location

 

Description

1.

08/03/23

08/05/23

6125 Tarry Town Rd

·       Install fencing around backyard

2.

08/14/23

08/26/23

6028 Fire Fly Dr

·       Replace fencing around backyard

3.

08/15/23

08/16/23

6043 Fire Fly Dr

·       Landscaping

4.

08/16/23

08/20/23

28060 Cross Creek Dr

·       Install a 3-season room

5.

09/15/23

09/18/23

28156 Raynor Dr

·       Stain backyard deck

·       Other Issues: (1) A paragraph will be added to future ARB letters that maintenance of a tree(s) planted in the front yard (specifically in the Age Restricted Area) would be the homeowner’s responsibility. The HOA would not provide trimming or mulching as a part of lawn care. (2) The ARB Board addressed concerns expressed by a homeowner regarding signs and lot maintenance throughout the community. Each homeowner was contacted regarding their respective violation and asked that they follow the proper guidelines. 

Secretary’s Report:

·       Board of Director’s Meeting Minutes: The July 10, 2023 minutes were distributed to homeowners via electronic mail on August 9th and posted on the website. Wendy made a motion, seconded by Sue, to approve the Draft of the minutes, as written. Motion carried unanimously.

·       Record of Executive Session: Since our last Board meeting in July, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

 

Date of Action

Date of Conclusion

 

Topic

 

Description

1.

09/11/2023

09/14/2023

·   Pemberton Pond (#4) Project

 

Bids submitted from:

Adams Tree Care, Inc. – $8,000

D’Armi Tree Service – $7,500

Purpose of Session: 

To review two (2) bids to prune back and re-top the willow trees around the pond border and raise the canopies of other trees in the common area surrounding the pond.

 

After reviewing the proposals submitted, 5 of the 6 Board members acted by written consent to approve the bid from D’Armi Tree Service. Mr. Keith D’ Armi was notified so the project could be put in their work queue for scheduling purposes. NOTE: Trimming around the pond may be delayed due to the water level not subsiding.

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

Treasurer’s Report:

·       Delinquency Report: Wendy reported that we continue to have the one (1) home that is in foreclosure. The property remains in the homeowner’s name, however, there was someone taking pictures recently. No other activity to report.

·       Monthly Financial Report: As of September 30th, the Balance Sheet shows combined assets in our checking and savings accounts at $317,663.74 (Bank of Delmarva [checking] $17,504.46; Reserve Fund CDs, Money Market and Earned Interest at Financial Northeastern Corp $300,159.28). With an accounts receivable adjustment (-$87.50), the Total Current Assets are $317,576.24. Operating funds are at Goldman Sachs ($24,000) earning 5.92% and Midwest One Bank ($20,000) earning 5.45%. The average rate on Reserve Funds ($230,000) is 5.35%, not counting the variable rate Money Market. The average rate on the Certificates is 5.49%. Not reflected on the Balance Sheet was the account at Tidemark. Wendy reported that effective September 30th, Tidemark would no longer have an office in Salisbury (leasing issues). We kept our money in a money market at Tidemark that drew interest (1.7%), and funds were withdrawn monthly to pay bills. To maintain our monthly payment processing procedures, the funds at Tidemark were transferred to the brokerage company and a Money Market (Cash) account was established drawing almost 5% interest.

·       The Profit and Loss statement shows our Investment Interest Income as of September 30th at $8,120.02 (Financial Northeastern Corp $6,159.28; Tidemark FCU $1,960.74) which is interest on a combination of Money Market and laddered Certificates of Deposit.

·       Reserve Fund Analysis – Final Study Results: Wendy reviewed the “Component Funding Model Projection” from the final Reserve Fund Analysis which shows our Beginning Balance at $230,000. The Annual Contribution of $2,881 plus the Annual Interest (estimated at 3%) of $2,903 equals the Reserve Fund Contribution at $5,784 for 2024. The Reserve Fund Study prepared by The Whayland Group LLC was successfully completed. Mr. Wheatley was available to talk to about assumptions that were made and was flexible to adjusting line items when the proper argument was presented. For instance, there was $175,000 for the replacement of the irrigation system. At any given time, we would never dig up everyone’s yard and replace the entire irrigation system in the community. And we already have separate components in the reserve for replacement of individual items. This allowed for the removal of that substantial amount. The law requires that we have the Reserve Study done every five (5) years. We will have a review done in three (3) years to determine what suppositions were correct or not and adjust them accordingly. One-third of the cost for the 3-year review is reflected in the 2024 Budget under MISC Expenses.

·       2024 Preliminary Budget – Review and Final Approval: Wendy pointed out during the budget review that the General Expenses were less for 2024 because of the Reserve Fund Contribution ($5,784) and the conservative estimate of Earned Interest Income ($8,174), which resulted in a drop in the HOA assessment. Besides the fact what the Reserve Fund did, we were able to subtract a little over $8,000 from the needed expenses because we are gaining it in investment income. Noted too was (a) the budget does reflect the 5% increase in the lawn maintenance contract; (b) General Maintenance includes irrigation costs. In the past normal irrigation costs and pop-up heads were paid from the reserve; this is not a capital expenditure and cannot be done anymore. Capital expenditures need to be $5,000 to be paid out of the reserve fund; (c) Tree Trimming represents one-third of the cost of trimming; the first two years we will budget one-third (2024 and 2025) and the expense in 2026 is the final third at which time the trees get trimmed. Assessment comparison from 2023 versus 2024.

Dues Assessment

2023

2024

Age Restricted (90 homes)

$1,076

$   965

Non-Age Restricted (103 homes)

$   387

$  341.11

 

A motion was made by Sue, seconded by William, to adopt the Preliminary 2024 Annual Budget. There being no further questions, the motion was carried out unanimously. Maryland law requires that the homeowners must receive the adopted budget within 30 days of its adoption. (Refer to Exhibit 1— 2024 Budget attached). The budget is also a part of the Annual Packet sent to homeowners no later than January 31, 2024.

 

·       Auditor’s Report: Wendy reported that our HOA audit firm reached out via email requesting 12/31 bank statements. Not sure why they are running behind in filing taxes but will deliver their report to the board upon receipt.  

 

Karon broke from the Agenda to acknowledge Wendy’s contribution in collaborating with the consultant at The Whayland Group LLC in securing the Reserve Fund Analysis to meet the new Maryland law requirements. On behalf of the board, appreciation was extended for her hard work and dedication for a job well done.

Committee Reports:

·       Welcome Committee: Sue reported we have had nine (9) new residents since the first of the year. Homeowner, Felicia Cosby, expressed interest in taking part in the Welcome Committee.

o   Action Item: Sue to provide contact information to Ms. Cosby.

·       Sidewalk Committee: Cathy reported all common area work has been completed with Precision Concrete Cutting. The damaged sidewalks around City valves/water meters that are cracked, and deteriorating are not located on common areas. Outstanding are (1) the ramp sidewalks around the Clocktower where the concrete expansion joints require a silicone pavement sealant and (2) the catch basin repair near the entrance of Sleepy Hollow.

   o   Action Item: Wendy to contact a professional to determine what is involved in sealing a sidewalk joint and potentially secure a bid to do the work.

Unfinished Business:

·       Proposal – Front Entrance Beautification Project Update:  Wendy and Joyce have met with our HOA Lawn Contractor on several occasions to discuss options. The current inkberry bushes that we want removed are 17 years old and still healthy, but they are “twiggy/leggy” and unattractive. It is unknown how much it is going to cost to remove. The Board was asked if they would consider having two (2) bushes pulled up to determine the estimate of the cost for the entire job. After much discussion regarding the front entrance lacking color, planting and maintenance of perennials flowers and securing help from a professional ground’s designer, the project was tabled until the spring. Committee members, Wendy, Joyce, and William will continue to investigate design options.

o   Action Item: Karon to contact Nithsdale HOA President and inquire who they use for their front entrance.

New Business:

Overseeding Common Area Grounds: The board reviewed the proposal by Delmarva Lawn Care to overseed and put starter fertilizer on the common areas located across from the entrance beds (old farmhouse side) and down to the end of at Pemberton Drive (exit side only) for a cost of $500. A motion to approve the overseeding project was made by William, seconded by Wendy, and approved unanimously.

Open Discussion: Homeowner’s Concerns/Comments

Did you decide to continue the contract with Carl? Our current lawn care contract was approved (November 2022) for a three (3) year period (January 1, 2023 through December 31, 2026).

When they cut the grass in the common area around the Clocktower Circle, the crew consistently cuts in the same direction. This causes ruts, probably because of the frequent rains. Can they change direction? Wendy will reach out to Carl and address this issue with him.

The trees next to the house – is the lawn contractor going to cut them back?  It is the responsibility of Delmarva Lawn Care to trim the branches that are touching your house, or your neighbors. Recommend that you file an Issue Report via the Website, which will put your property in the queue when he schedules the work.

·       There being no further questions, the meeting was adjourned at 8:11 p.m.

·       The next scheduled Board of Director’s meeting is tentatively scheduled for March 4, 2024 following the Annual Meeting.

Minutes submitted by Secretary, Karon Dennis – “DRAFT” watermark denotes Unapproved Meeting Minutes

 

 
Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 10, 2023

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD


Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by Wendy Bailey, seconded by Cathy Jennings, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 6:31 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

Directors in Attendance:                                                   

Wendy Bailey (Treasurer), Karon Dennis (Secretary), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member At-Large) and Sue Revelle (Member At-Large). Absent from the meeting was William Jackson (Member At-Large).

·       Quorum present? Yes

Welcome Homeowners in Attendance:

Jarvis Cain, Julie Cain, Tim Harig, Keith Bounds, Vonnie Williams, Curtis Williams, Evan Lane, Roy Sowers, Mark Tyler, Barbara Powell, Judith Jones, Felicia Cosby. [12 Members present]

President’s Report:

·       Update on Tree Pruning Project: Homeowners were notified via an email blast on June 8, 2023 regarding this year’s initiative to trim the “street trees” in the common areas and the Age Restricted areas of the community. This also included some trees in the Non-Restricted area on Cross Creek and Bell Creek Drive that were planted by the developer and shown on the approved plat. The project commenced on June 8th and the final work was expected to be completed today, or at the latest, July 11th. The pruning was conducted by D’Armi Tree Service.

·       Lawn Care Maintenance: (1) The June application of crabgrass herbicide and fertilizer in the common areas and Age Restricted areas was completed on July 8th. The treatment was pushed out some because what was applied earlier was good for 90 days. The website has been updated to show the completion date. (2) Delmarva Lawn Care will be spraying the clover by the end of the week. This treatment is not a part of the lawn contract, but Carl wanted to do the application to address the clover and make the property attractive. (3) The irrigation was reset on June 9th to run for three days – Sunday, Tuesday, and Friday evenings. On June 28th, the runtime was increased by 50%, for a total of 30 minutes per zone. An update was posted to the website and on NextDoor.com for both actions.

·       Unleashed Dogs: The board received a concern about dogs in the neighborhood “off property they live on, without leashes or owners.” Dogs are animals driven by instinct, so an unleashed dog roaming in the neighborhood is cause for concern. REMINDER: One of The City of Salisbury Ordinances that Animal Control Enforces: Pet owners are required to not allow their dogs to run at large, which means off the premises of the owner, and not under control by leash or cord.

o   Action Item: Karon to contact the homeowner and inform her this issue was brought before the board and would be included in the meeting minutes as a matter of record. à Completed 12-July, 2023

Vice President’s Report:

·       Update on Website: Cathy reported that the website tab <Village At Sleepy Hollow-ARB> has been updated to reflect current requirements that is, (a) all requests and plans for architectural review can be submitted to the Architectural Review Board via email at sleepyhollowmd@outlook.com or postal mail, and (b) only one copy of the request/planned improvements need be submitted. The ARB Committee no longer requires three sets of the homeowner’s plans. The ARB Chairperson will respond to requests via the homeowner’s email address. If no email is available, the letter of approval/denial will be sent via postal mail.

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 8th), Cathy reported on the eight (8) ARB requests submitted, reviewed, and approved.

 

Date Submitted

Date Approved

 

Location

 

Description

1.

05/09/23

N/A

5917 Tappan Ln

·       Removing dead bushes & replacing others in same spot

2.

05/15/23

05/15/23

28162 Brouwer Way

·       Replace screen porch windows with storm windows & a door

3.

05/15/23

05/15/23

6125 Tarry Town Rd

·       Install railings at front & rear steps

4.

05/31/23

05/31/23

28108 Cross Creek Dr

·       Install raised garden beds, plant tree & paint deck

5.

06/26/23

06//27/23

6070 Tarry Town Rd

·       Install fencing around back yard

6.

06/29/23

06/29/23

6199 Tarry Town Rd

·       Replace deck & install screened porch

7.

06/20/23

07/03/23

5987 Fire Fly Dr

·       Install flower beds & plant a tree in front yard

8.

07 /05/23

07/09/23

6045 Tarry Town Rd

·       Install a gazebo

Secretary’s Report:

·       Board of Director’s Meeting Minutes: The May 8, 2023 minutes were distributed to homeowners via electronic mail on June 1st and posted on the website. Cathy made a motion, seconded by Sue, to approve the Draft of the minutes, as written. Motion carried unanimously.

·       Record of Executive Session: Since our last Board meeting in March, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

 

Date of Action

Date of Conclusion

 

Topic

 

Description

1.

06/02/2023

06/05/2023

·       Removal of Fallen Tree

·       Community Tree Trimming Project

 

Purpose of Session: 

To address Issue Report for the removal of a fallen tree and the Community Tree Trimming Project to include the review and approval of a proposal for $12,000 to perform the outlined work.

After review of the proposal submitted by Delmarva Lawn Care subcontractor and tree specialist, D’Armi Tree Service, the Board acted by unanimous written consent to approve:

(1)    Removal of the fallen tree and debris from behind 6052 Tarry Town Rd and 6053 Bell Creek Drive.

(2)    Move forward with the Tree Pruning Project of the “street trees” located in the Common, Age-Restricted, and Non-Age Restricted areas. 

(3)    For safety purposes, forward a global email to all homeowners informing them of the project start.

 

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

2.

06/05/2023

06/05/2023

·       Reserve Fund Study Proposal

Purpose of Session: 

To address the new statewide requirements outlined in Maryland House Bill 107 titled Cooperative Housing Corporation, Condominiums, and Homeowners Association – Reserve Studies, which was previously only applicable to Prince George’s and Montgomery Counties.

The Board acted by unanimous written consent to:

(1)    Approve proposal from Whayland Consulting for $2,500 to perform a full Reserve Fund Study to meet the requirements set forth by the State of Maryland and its deadline of October 1, 2023.

(2)    Forward initial deposit with letter to proceed with the study.

(3)    Coordinate site visit(s) with Whayland Consulting.

 

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

Treasurer’s Report:

·       Monthly Financial Report: As of June 30th, the Balance Sheet shows combined assets in our checking and savings accounts at $348,624.22 (Bank of Delmarva [checking] $12,343.90; Reserve Fund CDs at Financial Northeastern Corp $240,965.21; Money Market [operating account] at Tidemark FCU $49,779.43; Reserve Fund [checking] at Tidemark FCU $45,530.68 and a Tidemark FCU Prime Share $5.00). With an accounts receivable adjustment (-$87.50), the Total Current Assets are $348,536.72. The Profit and Loss statement shows our Investment Interest Income at $3,554.20 which is a combination of Money Market and laddered Certificate of Deposit accounts drawing interest ranging from 5.1% to 5.4%. The accounts are either FDIC insured banks or Credit Union insured by the National Credit Union Share Insurance Fund (NCUSIF).

·       Delinquency Report: Wendy reported that there continues to be one (1) delinquent account for 2023 assessment fees; that being the foreclosed property. Before the pandemic, there was a moratorium on foreclosures, so it is difficult to know how long this will take.

·       Reserve Fund Analysis: In May Wendy reported that MD House Bill 107 did not affect our community. Other HOAs felt the same because the first ⅔ of the law only referred to HOA residential condominiums. However, we now know that it affects every homeowner’s and condo association in the entire State. It does not matter that we have been doing this all along. Prior to this law, Prince George and Montgomery Counties had to have the reserve study done by a qualified person (qualifications detailed in the law) every five (5) years. The State was getting a lot of complaints about HOAs and condos who had not done a good job in reserves and homeowners would be hit with a special assessment out of nowhere. Complaints were filed with the State and the State’s resolution was that everyone must comply. Whayland Consulting Group, Laurel Delaware has been contracted to perform a full Reserve Study by the October 1, 2023 deadline. A draft will be delivered at which time a discussion can be held regarding Capital Expenditures versus Operation Expenses as it relates to the law. For example, we will no longer be able to fund through the reserve (a) irrigation expenses such as heads and rotors, or (b) sidewalk repairs. They are classified as operational expenses, not capital expenditures.

·       2024 Budget – Pending Final Reserve Fund Study: Maryland law says that homeowners must receive the budget 30 days in advance of its adoption. Wendy reported that most of the 2024 Budget is done, but she is not sure what to do with the Reserve Fund because of the outstanding study. The Board will have to meet in Executive Session to review and approve the proposed budget. It will then be emailed to all homeowners to make ready for its final adoption at the October 9th Board of Director’s meeting.

·       Banking Procedures: We require two (2) signatures on a check. When it is determined how much money is required to pay the monthly bills, Wendy calls the bank and transfers money over to the checking account to cover the expenses. There is no accountability with that process. Wendy suggested that we do away with the 2nd signature, which would enable on-line access to the bank and their bill pay service. Every month (except for Tidemark – quarterly) checking accounts would be reconciled by an alternating board member to sign off on. That brings into play the accountability. A change to this process would require new bank paperwork by the current three (3) signers (Wendy, Sue, and Cathy). Wendy made a motion that we change the account structure to only require one signature and have a board member review all financial statements monthly (or quarterly for Tidemark).  Discussion followed by board members and suggestions were offered from homeowners’ present regarding 1 vs 2 signatures, on-line access, bill paying and auditing processes after which the motion was withdrawn. We will continue to maintain the account ‘as is’ with no changes. Wendy made a motion, seconded by Cathy, that moving forward she will present the board with a reconciled bank statement for all our accounts, based on the frequency they are generated, for auditing purposes. There being no further discussion the motion was passed unanimously.

Committee Reports:

·       Welcome Committee: Sue reported we have only had three (3) new residents since the first of the year and took a moment to acknowledge and thank committee members present—Judith Jones, Barbara Powell, and Cathy Jennings. Sue posed a question to the board and members present: “In this last year (July 2022 through July 2023) how many times have you looked at the Clocktower bulletin board?” Response: Zero. Communications are sent electronically; notices are on the website; it is time-consuming to maintain. Sue made a motion not to decorate the bulletin board moving forward. Discussions followed and it was agreed not to do away with the bulletin board, but simply dress it differently, i.e., “Welcome sign and references” and “seasonal greetings.”

How do you keep people up to date who do not have email? We encourage neighbors to print minutes or inform their neighbors who do not have a computer and make them aware of events that are taking place. The HOA does not mail minutes to members and is only mandated to forward the annual packet via postal service to all homeowners. Currently, out of 193 members we have a total of 11 who (a) do not have access to a computer, (b) do not have an email address, and (c) have a computer and email address but do not want any communication from the HOA. It was also noted that if we have the email address, we send all but financial communications to Tenants on property. 

·       Sidewalk Committee: Cathy reported that the committee met with Precision Concrete Cutting for the purpose of getting an idea as to how sidewalks could be repaired and to what extent their services entailed. Focus was on the common area. Joyce and Cathy walked the entire property and made note of every crack, crevice, damage, etc. In the common area, seven (7) sections were identified that were a trip hazard and the company could smooth it out to eliminate that risk. The proposal for repairs of areas identified was $402.50 (work guaranteed for three [3] years). Cathy made a motion to approve the bid to repair. Wendy seconded the motion with the caveat that based on the discussion with the agent performing our Reserve Fund Study, the cost can not be drawn from the Reserve Fund because it is not a capital improvement; instead, it must be paid from our operating funds, according to the State of Maryland. After a brief discussion, the motion was approved to move forward. Wendy will sign the contract and forward it to Precision Concrete Cutting.

It was further noted that the committee looked at (a) the gutter pans, specifically the one at the entrance of Sleepy Hollow, where it has sunken, (b) the ramp sidewalks around the Clocktower where the sections, once filled with silicone, had expanded, and (c) damaged sidewalks around City valves/water meters. Precision Concrete does not have a process that would correct either of these issues. Remaining action items for further conversation by the Committee are (a) through (c) above and a communication to the homeowners regarding their responsibility for sidewalk repair. Wendy noted also that she has called out to the gentlemen who did the original concrete work for the development to see if he can help with the project.

Unfinished Business:

·       Front Entrance Beautification Project Update: Carl [Delmarva Lawn Care] and Wendy to meet with Brent Malone [How Sweet It Is] to produce a plan for removing the old woody bushes and replacing them with shrubs, flowers and/or plantings. Anticipated to be a fall project.

New Business:

October and Future Meetings at Cross Pointe Church: To accommodate an increase in membership attendance at our Board of Director’s meetings, meetings have been moved to the larger room space. The church was happy to accommodate our request, however, did inform us that they will be hosting an EPOCH daily mentoring program for approximately 75 school age children from 4 to 7pm for the next two years. Sleepy Hollow HOA is welcome to continue to use the building with some changes. The church requests that the HOA arrive after 6:30pm. EPOCH children and staff leave by 7pm. There will be some overlap in time but hoping that both organizations can work together.

New BOD Meeting Hours [effective immediately]

§ 6:30p – 7:00p   Room set-up and Homeowner Registration

§ 7:00p – 8:30p   HOA Meeting (1.5 hours)

Tree Trimming – Pemberton Pond: Wendy to contact Adams Tree Care, Inc. for a bid to cut the native willow trees following the recommendations of the County Extension Service expert, Ginny Rosencrantz, i.e., they are to be left at a minimum height of 6 feet. Aiming to have this project done in the fall.

Open Discussion: Homeowner’s Concerns/Comments

When they do the tree trimming, are they going to do the trees all around the house? No, it is only the “street” trees being done by D’Armi Tree Service. Our Lawn Contractor is responsible for trimming the front “house” trees in the Age Restricted Area. This is limited to cutting any limb that would be touching the house/roof.

When the lawn contractor does something, can they tell us when it has been done? The website has a listing of maintenance and the time the work is scheduled. The page is updated when the work has been completed – see tab titled <Maintenance of Common Area>. Karon requested that the homeowner let us know what work she does not want our lawn contractor to perform, and we would pass that on, in writing, to him.

Several months ago, there was a pothole fixed coming off Pemberton Road, but there was also one when you were leaving the community. You would think the City would have filled it in at the same time. Can remind them to fix that pothole the next time they are in the area. Issues of this nature can be reported via The City of Salisbury website. Karon to initiate the request for pothole filling on Sleepy Hollow Drive egress.

Just a comment – D’Armi Tree really did a good job – much better than what we have had done in the past. They took the low hanging branches up a lot higher. People who walk their dogs are not getting smacked in the face anymore! The guy keeps a sharp chainsaw because I have never seen such a clean cut. The cleanup afterwards was very good.

·       There being no further questions, the meeting was adjourned at 7:55 p.m.

·       The next scheduled Board of Director’s meeting is October 9, 2023.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 9 October, 2023
 

 
Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 8, 2023

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD


Statement from Robert’s Rule of Order:
 
In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. A motion by William Jackson, seconded by Cathy Jennings, to appoint Karon Dennis to facilitate the board meeting was unanimously approved.

The meeting was called to order by Karon, at 6:31 p.m.

Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

Directors in Attendance:

Wendy Bailey (Treasurer), Karon Dennis (Secretary), William Jackson (Member At-Large), Cathy Jennings (Non-Age Restricted), Joyce Lewis (Member At-Large) and Sue Revelle (Member At-Large).

      · Quorum present? Yes

Welcome Homeowners in Attendance:

Linda Hooker, Paul Hooker, Jarvis Cain, Julie Cain, Tim Harig, Barbara Powell, Judi Jones, Keith Bounds, Mary Davis, Roy Sowers, Mark Tyler, Rejane Jackson, Lorrie Dollar, Harold Brown, Joe Raimond, Debbie Raimond, Belinda Smith, Willie Simons, Karen Simons, Jametta Dobson, and Felicia Cosby. [21 Members present]

President’s Report:

       · Update on Repairs to Well/Pump #2B: The irrigation and well/pump (#2 and #2B) on Van Tassel were struck by a lightning storm on April 6th. Upon inspection, it was determined the pump timer and relay switches were fried in the panel boxes. Affected homeowners were notified via email. Repairs were completed by Auscare and Somerset Well Service. Once the homes were reconnected to the irrigation system, it was discovered that three homes were not getting water during the scheduled run time. Further investigations showed that the storm had also damaged solenoids and wiring. Those repairs were completed on May 8th. Expected costs to run around $2,000.

· Clocktower Bench Repairs: Safety concerns were reported by a homeowner in February. A targeted spring initiative was the inspection of the two benches. After an examination, repairs included metal brackets and screws being replaced or added under each, as needed. It was reported that the benches are in good condition considering their age. Both are sturdy and provide a safe place to sit. With continued annual maintenance the expected lifespan would be extended for several more years. Cost to replace is estimated at $360 to $600 per bench.

   o Action Item: Wendy to look at adding benches as a Capital Expenditure Reserve item ($1,200 replacement costs) and link it to the Clocktower as part of the upcoming Reserve Fund Analysis.

       · City of Salisbury Improvement Requests: Working on several issues with the City. (1) Followed up on the catch basin repairs at the ingress of Sleepy Hollow Drive. The City reported their records showed the repairs were completed by the Utilities Department and noted that the Department of Infrastructure & Development should be contacted regarding the sidewalk surrounding that area. The curb repairs will be included in the Sidewalk Committee study. (2) Request was made on April 20th for the lampposts in the community to be painted as many of the surfaces are chipped and peeling. No response to date; will continue to follow up with the City. Wendy brought to the board’s attention that the trees surrounding the lampposts at the entrance would need to be trimmed before any painting is done. William made a motion, seconded by Cathy, to reach out to Carl [Delmarva Lawn Care] to secure a bid to trim the necessary trees around the lighting in Sleepy Hollow. There being no further discussion, the motion was unanimously carried.

     o Action Item: Wendy to contact Carl and get a proposal to submit to the board for this effort.

(3) An issue was filed with the City on May 3rd to repair one large pothole and several small ones at the entrance of Sleepy Hollow before and after Lamppost #C6 [post number corrected; reported as C3 at meeting.] The City acknowledged the request on May 4th; no further status to report at this time.

       · Lawn and Irrigation: (1) The irrigation system inspection began in early spring and was completed on May 2nd after storm repairs were addressed. The 2023 run schedule was posted on the Website. (2) The next lawn maintenance for the community common area and Age Restricted area is (a) broadleaf weed application, and (b) fertilizer and crabgrass pre-emergent set for March 10th. A few comments followed from homeowners regarding crabgrass, but the topic was deferred to the end of the agenda when the floor is open for discussion of homeowner’s concerns/issues.

        · Spring Yard Sale: Karon reported an interesting statistic from the advertising of last week’s community yard sale. The social network, NextDoor, showed we received 359 views in the first 48 hours of posting the announcement [May 2-May 4]. Nice hits for free advertising. How soon did the advertisement start? How soon did it come on email? There was not enough notice to prepare. A concrete answer was not available at the meeting.

Verification of 2023 Yard Sale Announcements follows

Oct 10, 2022

Board of Director Meeting Minutes

“Typically held the first Saturday in May and October.”

Emailed to members Nov 11, 2022

Website

2023 Yard Sale Dates

Posted on Web Dec 8, 2022

Mar 6, 2023

Annual Meeting Minutes

Provided table with both Spring and Fall yard sale dates

Emailed to members Apr 15, 2023

Apr 27, 2023

Reminder regarding May 6th yard sale

Email blast to Homeowners

Vice President’s Report:

       · Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (March 6th), Cathy reported on the eight (8) ARB requests submitted, reviewed, and approved.

Date Submitted

Date Approved

Location

Description

 

1.

02/19/23

03/05/23

6062 Tarry Town Rd

          · Sunroom and deck addition

2.

03/08/23

03/15/23

28156 Raynor Dr  

          · Expand deck, install storm door & plant tree

3.

03/22/23

03/22/23

28110 Van Tassel Way           

          · Replace azalea bushes with roses @ mailbox

4.

04/10/23

04/11/23

5992 Fire Fly Dr

          · Replace azalea bushes & install rear light fixture

5.

04/18/23

04/20/23

5908 Tappan Ln

          · Paint front porch railings & replace rear sliding door

6.

04/22/23

04/22/23

5920 Tappan Ln

          · Installation of alternative stone for retaining wall

7.

04/22/23

04/22/23

5922 Tappan Ln

          · Install porch step rail

8.

05/01/23

05/03/23

28100 Cross Creek Dr

          · Paint rear deck

       · Cathy reported there have been additional actions taken outside of the submittals above. Some questions asked result in not submitting an ARB request because it would be denied based on the restrictions in place. She continued to encourage that anytime you make any changes whatsoever to the exterior of your property that you submit a request through sleepyhollowmd@outlook.com. Copies then go to Karon, Wendy, and Cathy. A new homeowner wants to replace a plant with the same plant. Does she need to submit an ARB request? No. Cathy reminded everyone when planting new materials that they take into consideration the sprinkler system and utilities before they dig. Did you receive an ARB request for the house on Brouwer? No. It was reported that extensive construction had begun. Siding and windows have been removed; the corner of the home is fully exposed.

     o Action Item: Karon to forward Cathy the contact information so she can send a letter to the homeowner.

Secretary’s Report:

       · Compliance with Title 11B of the Maryland Homeowner’s Act: An acknowledgement was received on March 15th from new Board Member, Joyce Lewis, that she read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

       · Board of Director’s Meeting Minutes: The March 6, 2023 minutes were distributed to homeowners via electronic mail on April 15th and posted on the website. Cathy made a motion, seconded by Joyce, to approve the Draft of the minutes, as written. Motion carried unanimously.

       · Record of Executive Session: Since our last Board meeting in March, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

Date of Action

Date of Conclusion

Topic

Description

1.

03/10/2023

03/31/2023

          · Forest Conservation Easement

Purpose of Session:

To address outstanding action items covering (a) securing a contract from a tree specialist to provide professional confirmation and letter as to the state of subject trees; (b) Deliver decision to The City of Salisbury to obtain a permit to cut the tree(s).

The Board acted by unanimous written consent to:

        (1) Move forward with securing tree specialist to inspect trees on two properties behind 6102 Fuller Lane & 6078 Bell Creek. Specialists identified: D’Armi Tree Svc & Adams Tree Care.

        (2) Upon inspection, secure letter of disclosure that trees are dead.

        (3) Secure, approve and sign contract to cut trees.

        (4) Deliver letter of disclosure & secure permit for Forest Conservation Program Exemption from The City of Salisbury.

        (5) Notify affected homeowners when work will be scheduled.

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

2.

03/28/2023

03/30/2023

         · Trimming Street Tree

Purpose of Session:

To address Issue Report for the trimming of a street tree at 6017 Fire Fly Drive to include (a) securing a report from tree specialist to provide professional opinion on liability risk and (b) proposal to cut affected limb.

The Board acted by unanimous written consent to:

        (1) Approve proposal from D’Armi Tree.

        (2) Remove limb & additional “middle prong” extending from the center trunk that is also leaning towards the house.

        (3) Notify the homeowner when work will be scheduled.

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

3.

04/18/2023

04/29/2023

         · Irrigation Installation

Purpose of Session:

To address homeowner’s request to correct an irrigation installation issue done by the builder/developer in 2005 specifically to relocate the line prior to any damage to property at 5950 Fire Fly Drive. NOTE TO FILE: Only five of the six board members participated in the discussion &decision for this Executive Session.

The Board acted by unanimous written consent to deny the request to relocate the irrigation line under the existing patio that was installed by the developer/contractor when the home was built.

        (a) The HOA is obligated to repair damage under the governing documents.

        (b) The board is of the opinion that we cannot set a precedent that construction defects or work done by the developer years ago is the responsibility of the HOA.

A motion was made, seconded, and carried unanimously to approve the Record of Executive Session minutes.

Treasurer’s Report:

       · Delinquency Report: Wendy reported that there is only one (1) delinquent account for 2023 assessment fees; that being the foreclosed property. There are still some outstanding fees at the collection agency.

       · Monthly Report: The first three (3) Certificates of Deposit (CD) on the Balance Sheet total $145,000. Of that $145,000, the sum of $136,194.88 came from the closing of the CD at First Shore Federal. At the time of its purchase, it was a good rate (1%), but we are now getting 5.2%, 5.4% and 5.35% that are laddered maturity dates. The remaining $8,805.12 is part of this year’s reserve funding. The other two CDs that are $30,000 each [One is a 3-month CD maturing in June and the other a 6-month CD maturing in September] is operating fund money that was getting 2% at Tidemark and is now getting 5.1% and 5.2%. Wendy presented for consideration investing a portion of the funds in the Tidemark Reserve Account ($98,565.75). Historically, we utilize approximately $10,000 annually from the account for irrigation maintenance. No anticipated expenditures outside of a potential Storm Water Management System inspection by the City is expected. It was noted that if we had a catastrophic event, we always have access to the funds by simply closing the CD, paying a small penalty to do so. After discussion, a motion was made by William and seconded by Joyce to take out $50,000 in the Tidewater Reserve Account and open a 3-month CD Reserve Account at an expected interest rate of 5.1%. There being no further questions or concerns, the motion to transfer the funds was unanimously approved.

       · As of April 30th, the combined assets in our checking and savings accounts at $372,883.48 (Bank of Delmarva [checking] $2,133.30; Reserve Fund CDs at Financial Northeastern Corp $205,790.00; Money Market [operating account] at Tidemark FCU $66,389.43; Reserve Fund [checking] at Tidemark FCU $98,565.75 and a Tidemark FCU Prime Share $5.00). With an accounts receivable adjustment (-$87.50), the Total Current Assets are $372,795.98.

       · Budget Analysis: The year-to-date Budget Analysis delivered to the Board reflected Total Income of $134,761.86 and Total Expenses of $38,819.70, with a Net Income in our working fund at $95,942.16. The analysis showed Actual versus Budget per line item. The budget target for the 4th quarter is 34%. Items that have already reached the budget are expenses that are paid on a yearly basis.

       · Looking forward to our next meeting, there will be a Reserve Fund Analysis. A new law has passed, Maryland House Bill 107, that requires all HOAs to do a reserve fund study at least every five (5) years. Our Covenants require us to do it yearly. In July, Wendy will prepare and present the Reserve Fund Analysis, along with the 2024 Preliminary Budget.

Committee Reports:

       · Easement Committee: Utility Easement: William reported that No Trespassing signs were installed on the easement because of concerns raised on its use by individuals in the Cross Creek subdivision. Four (4) signs were set up: one on each side of Cross Creek; one further down on the left if heading into Cross Creek in front of the gate of the homeowner who had been accessing their property via the easement; and one placed further down where another Cross Creek property owner had used the Sleepy Hollow easement as a dumping ground for brush and leaves.

       · After the letter was sent to the President of the Cross Creek HOA, the dumping ground area has been cleaned up.

       · The sign placed by the gate was there for several days but was pulled out of the ground and put back in the ground approximately 1 ft (rather than the installed 3 ft). We received a request for access through that easement to enable that homeowner to install a swimming pool. The grounds are currently being excavated. The sign was found on the ground; William retrieved it for safekeeping. Karon confirmed that access was granted to the Contractor, Johnson’s All-Scapes, to access their client’s rear property on White Pond Drive via the easement so heavy equipment could be moved in to start the project and then moved out at its completion.

       · Sue reported that someone had driven over our community meeting notice sign at the end of Cross Creek Drive. William expects that the easement is still being used by the homeowner to access their property.

     o Action Item: Karon to contact Contractor to get the status of the pool installation to determine when their equipment will be removed from the work area.

     o Action Item: William to submit a request to Carl [Delmarva Lawn Care] to reinstall the sign at the gate once the swimming pool project has been completed.

       · On the other side of the road (north side of Cross Creek) where the No Trespassing sign was installed, someone has also put in two (2) blank stakes on that property. William expects that the property owner on that side of the road may have been responsible for those additions.

     o Action Item: William to submit a request to Carl [Delmarva Lawn Care] to remove the extra stakes at the same time the sign is reset after the swimming pool project has been completed.

       · As a matter of record, (a) a homeowner’s request to plant a holly tree behind their fence in the easement area was denied; (b) a request to have irrigation installed on the easement at the homeowner’s expense was also denied.

       · Welcome Committee: Sue reported that the last welcome bag had been delivered. She plans to secure current/updated material in preparation for making more bags. Extended “thanks” for committee members present, Judi, Barb, and Cathy, for delivering the goodie bags and welcoming our new members to the neighborhood. Karon reported there are no properties in the community listed for sale at this time; two vacant/construction lots are not on the market.

Unfinished Business:

       · Sidewalks: There are sidewalks in the community that are considered a border line hazard. The HOA is responsible for common areas and homeowners are responsible for sidewalks in front of their property. Should someone fall, there is a potential liability to the party who is responsible for maintaining the sidewalk. Precision Concrete Cutting is a Delaware company who is trip hazard removal service provider. The City requires a permit before work is started. If you repair in mass, only one “break permit” would be required. It was decided that a Sidewalk Committee be created. The volunteers are Wendy Bailey, Joyce Lewis, and Cathy Jennings. The committee will (a) utilize the list of locations with sidewalk damage to validate areas needing repair and possibly identify additional locations; (b) to make sure all issues and concerns relative to sidewalk maintenance are being addressed; (c) meet with the vendor to look at repairs for the common area; and (d) provide the board with their recommended action plan and suggested communications to the homeowners affected by the required maintenance and upkeep of the sidewalks.

Would like the board to site or confirm/verify why the homeowner would be responsible for the sidewalks. It is a City ordinance. If a homeowner wants to install a sidewalk, the homeowner is responsible for that. What happens when you are in a development where the builder puts in the sidewalks? At the time, both the streets and the sidewalks got final approval from the City of Salisbury and were turned over to the HOA. For the City to sign off for the streets and the sidewalks, they were inspected by the City of Salisbury and deemed to be fine. The sidewalks were put in as the properties were built. Trees have been planted that are causing problems; those trees belong to the HOA. When these issues first came up you thought the HOA was responsible because you spoke about the reserves that we have for sidewalks. That was HOA reserves for sidewalks in the common areas. Homeowners are responsible for sidewalks along their property. It is all driven by City ordinance. The City dictates when you must have snow removed from your sidewalk.

Quotes [in part] from City personnel communications regarding sidewalks:

       1. Mike Thomason, Code Enforcement, Housing and Community Development Department (10-10-2022): “Sidewalks, Curbs and Gutter Pans are the responsibility of the homeowner that runs along their property lines. If you have sidewalks that you feel need attention or possibly replacement that is managed by The Department of Infrastructure & Development. You would need to contact their office and they will walk you through the process for review.”

       2. William R. White, Transportation Manager, Department of Infrastructure & Development (10-13-2022): “HOA’s are responsible for general curb, gutter, and sidewalk repair as “common area” under the HOA covenants. How each HOA manages this varies, but generally they contract with a concrete vendor who then comes in, executes multiple repairs at once to minimize mobilization cost and the HOA then bills the individual’s property owners or absorbs the cost from their funds.”

Is liability connected to sidewalk repair? Based on the disclosures by the City, if someone were injured on the sidewalk in front of a home, the homeowner would be liable; if the injury occurred on common area sidewalks, the HOA would be liable. If the HOA repairs sidewalks other than the common area, would they be liable? Excellent question.

What is causing the need for sidewalk repair? The sidewalk slab is sinking. Tree roots also cause the slab to rise. Both could cause a trip hazard. Tree roots causing damage? Yes. Someone mentioned that the “street tree” belonged to the HOA. To clarify, a “street tree” does not denote ownership. The City required these trees to be planted on both the common area and the resident owner’s property as the development was being done. The HOA is responsible for trimming the street trees defined on the approved plat. If the street tree is on a homeowner’s property, the homeowner owns the tree. If the homeowner wants to remove the tree, the HOA cannot prevent them from taking that action.

EXTRACT: The City of Salisbury –Municipal Code 8.08.020 – Maintenance of curbs, gutters and sidewalks clear of growth.

Property owners of any lot or land located in the city shall maintain their respective curbs, gutters and sidewalks bordering their parcels of land in such condition as to be clear of all growth of grass, weeds, brush or plant growth within the curb, gutter, and sidewalk. (Ord. 1980 (part), 2006)

New Business:

Front Entrance: An initiative was identified for improvements to the entrance to Sleepy Hollow this fall. The bushes have reached their life span—they are 18 years old—cannot be trimmed anymore (too woody) and need to be removed. It was agreed to commence work on the Entrance Beautification Project by securing a proposed design plan to create, plant, and maintain the entrance’s various elements. Meetings will be set up with Carl [Delmarva Lawn Care] and a professional landscape designer. Project Lead: Wendy Bailey. Additional support provided by William and Karon.

Website Review: Need to go through a Website review, specifically in the tabbed section titled <Village of Sleepy Hollow—ARB> regarding mail versus electronic submittal of proposed plans.

     o Action Item: Cathy to review the Village at Sleepy Hollow Architectural Control page and provide her recommendations to assist the homeowners and contractors with the current ARB review process. Karon to update the Website accordingly.

Open Discussion: Homeowner’s Concerns/Comments:

Can Carl give us a list of things he is going to do in our yard and when he is going to do it? I had pesticides put on and two days later he put more on. Karon referred the homeowner to the <Maintenance> tab on the Website that discloses the Lawn and Irrigation Maintenance Schedule outlining what/when work is being done. The board committed last year to update the Website with the date work is completed.

If the lawn company breaks something in my yard, am I responsible for replacing it? If any member of the lawn care crew damages something, report that issue via the Sleepy Hollow Website so that Carl is notified. In the past, damages by the HOA Lawn Contractor have been taken care of by the contractor.

Suggest that you look at how you handle the sidewalks. Before you go to a contractor, consider notifying the homeowners that you are looking into repairs that need to be made. Most people think that the City owns the sidewalk. It will come as a great surprise when they find out that is not the case. The Sidewalk Committee will take your suggestion seriously. It would be a courtesy to let the homeowner know about the damage in their area and that there is a liability. We cannot mandate their use of any contractor.

Follow-up on Lawn Care. Wendy reported that Carl had just completed his studies, received his certification on chemical applications and is knowledgeable about the use of pesticides on lawns. The homeowner reiterated that it was too late to apply pre-emergent for crabgrass. Another homeowner replied that “As a courtesy to their customers, Farmers and Planters gives a schedule – apply a pre-emergent in late March and a second one from May 1st to May 15th to address the broadleaf and dandelion.” True, but that is not crabgrass.

     o Action Item: Karon to get with Carl and put something in the minutes to clarify what action taken.

        · Our first application of crabgrass pre-emergent was done in March.

        · The broadleaf & crabgrass post-emergent was done on May 10th. The product used was Proscape 19-0-8 with Lockup and Dimension.

        · The application in June will be another application of Dimension for crabgrass post-emergent.

        · The July application will be Solitaire for nutsedge, crabgrass, and broadleaf weeds in the common areas.

 Carl Cottingham completed the applicators certification requirements as mandated by the Maryland Department of Agriculture which establishes the guidelines and requirements for the application of pesticides. This certification and the licensing ensure that pesticides are applied properly by competent individuals. He successfully completed examinations for fertilizer, herbicide and turfgrass and is one of ten licensed in Wicomico County. To maintain his certification, the law requires that he attend an MDA-approved recertification training session that will provide him with new information on pest control, health and environment safety, pest management technology, and changes in pesticide laws and regulations to help him continue to use pesticides safely and effectively.

    · There being no further questions, the meeting was adjourned at 7:59 p.m.

    · The next scheduled Board of Director’s meeting is July 10, 2023

 
Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 10-July 2023

 

 
Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 6, 2023

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD


 
Audio Recording Disclaimer:

Karon announced to the board that the meeting would be recorded for the purposes of compiling the meeting minutes. Note: All recordings are deleted once the minutes are distributed.

Statement from Robert’s Rule of Order:

In the absence of a President (Chair) or Vice President (Co-Chair), Roberts Rules of Order states that a quorum of Board members can appoint another individual to facilitate the meeting. Wendy made a motion and the board unanimously approved to appoint Karon to facilitate the board meeting.

The meeting was called to order by Karon Dennis, at 7:51 p.m.

Directors in Attendance

Wendy Bailey (Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), and William Jackson (Member At-Large).  Absent: Cathy Jennings (Non-Age Restricted) and Joyce Lewis (Member At-Large).

·       Quorum present? Yes

Welcome Homeowners in Attendance:

There were no members present for this meeting.

President’s Report:

·       2023 Board of Directors – Officer Appointments: The Board voted to designate officer positions at the first meeting of the new board. We currently have six (6) of the seven (7) board seats filled.

o   Incumbent Cathy Jennings and Karon Dennis and new nominee, Joyce Lewis, ran unopposed.

o   Joyce’s position on the Board is confirmed as an At-Large Member, whose term expires in 2026. 

The Board Members unanimously agreed to 2023 – 2024 appointments as outlined below.

2023

Officers

President

[open]

Vice President

[open]

Treasurer

Wendy Bailey

Secretary

Karon Dennis

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of February 28th disclosed combined assets in our checking and savings accounts at $386,762.49 (Bank of Delmarva [checking] $25,785.09; Reserve Fund CD at First Shore Federal $136,607.08; Money Market [operating account] at Tidemark FCU $126,389.43; Reserve Fund [checking] at Tidemark FCU $97,975.89 and a Tidemark FCU Prime Share $5.00). With an accounts receivable adjustment (-$87.50), the Total Current Assets are $386,674.99.

·       Wendy reported that the CD Reserve Fund account at First Shore Federal is earning 1% interest and is scheduled to be closed within the next couple of days. An account will be opened with a brokerage firm to purchase either FDIC insured CDs or Credit Union CDs, insured by the National Credit Union Share Insurance Fund (NCUSIF), which is backed by the full faith and credit of the United States government. The firm can secure rates all over the country, not just a local bank. The goal will be to ladder the HOA investments where we will be able to get 5.1% with terms of 6 months, 9 months, and 12 months. We are in an inverted year curve and have been for about eight (8) years where short-term rates are higher than long-term rates. We are moving forward with investing this money.

Secretary’s Report:

·       Board of Director’s Meeting Minutes: The October 10, 2022 minutes were distributed to homeowners via electronic mail on November 9th and posted on the website. Sue made a motion, seconded by Wendy, to approve the Draft of the minutes, as written. Motion carried unanimously.

·       Record of Executive Session: Since our last Board meeting in October 2022, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

 

Date of Action

Date of Conclusion

 

Topic

 

Description

1.

11/29/2022

11/29/2022

·       Fire Suppression Maintenance

·       Easements (DP&L and Forest Conservation)

·       Delmarva Lawn Care Contract Extension

 

 

Purpose of Session: 

To (1) review a general information document disclosing the basic components of a Fire Suppression System and maintenance by the HOA and resident homeowner; (2) discuss outstanding issues resulted from the October BOD meeting on both Easements, and (3) review and act on the lawn care maintenance contract extension.

The Board acted by verbal consent to:

(1)    Fire Suppression System - Accept the document messaging and to send the communication to homeowners residing in the Quad and Triples Units on Tappan Lane and Van Tassel Drive (23 homes). [20 via electronic communication; 3 via postal service] Add communication to HOA Book for future homeowners who purchase a Quad or Triples unit.

(2)    Utility Easement – Secure costs for No trespassing/no dumping/no vehicles signs; Secure proposal from DLC to clear bush to Pemberton Pub Station; Send letter to Cross Creek Homeowner’s Association, and letter to affected Sleepy Hollow homeowner.

(3)    Forest Conservation Easement – Prepare letter to affected homeowners and inspect property lines.

(4)    Delmarva Lawn Care – Approve 3-year contract for period

January 1, 2024 through December 31, 2026.

Wendy motioned and William seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

2.

02/08/2023

02/08/2023

·       Easements (DP&L and Forest Conservation)

·       Encroachment of Common Area to Storm Water Management System

Purpose of Session: 

To (1) review status of outstanding action items for Easements and (2) address steps to be taken regarding interference on Cross Creek Drive to access Storm Water Management System·

The Board acted by verbal consent to:

(1)    Move forward with securing final costs for four (4) signs and send final letter to Cross Creek HOA President; Declined scope of work proposal submitted by DLC to clear bushes.

(2)    Contact surveyor to confirm common area encroachment. Forward letter to homeowner to remove plantings to open access to Storm Water Management System· 

Wendy motioned and Sue seconded to approve the Record of Executive Session minutes. The motion was carried unanimously.

 Reassignment of Bulletin Board: Karon asked for a volunteer to take over decorating the bulletin board at the Clocktower. Sue will consider.

 Benches at the Clocktower: Still awaiting cost proposal to repair the benches. It was recommended that any future bids include a time limit of no more than two (2) weeks to submit.

Forest Conservation Area: William delivered pictures of properties on Fuller Lane and Bell Creek showing the suspected dead tree(s). Next step to engage a tree service specialist to inspect and declare if a tree is dead. This action is necessary to comply with The City of Salisbury’s requirement before they issue a permit to cut in the reforestation area. Tree inspection to include a cost proposal to cut.

Open Discussion: Homeowner’s Concerns/Comments

N/A

·       There being no further questions, the meeting was adjourned at 8:02 p.m.

·       The next scheduled Board of Director’s meeting is May 8, 2023.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 08-May 2023



2022

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 10, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD


 
The meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.

Directors in Attendance: 

Karon Dennis (Secretary), William Jackson (Non-Age Restricted), Cathy Jennings (Non-Age Restricted), Sue Revelle (Member-at-Large) and Wendy Bailey (Treasurer).

·       Quorum present? Yes

Karon Welcomed the Homeowners in Attendance:

·       Willie Simons, Karen Simons, Susan Rainey, Cathy Turnbaugh, Rejane Jackson, Tim Harig, Jarvis Cain, Julie Cain, Mark Tyler, Karri Baskin, Linda Hooker, Paul Hooker, Melissa Bugdal, Nancy White, Barbara Powell, Judi Jones, Keith Bounds [17 Members present].

·       Special Recognition Honor:  On behalf of the Board of Directors, Mr. Jarvis Cain was awarded a Certificate of Appreciation for his Perfect Attendance record at The Villages at Sleepy Hollow Homeowner’s Association Annual and Board of Directors Meetings since November 2005. Mr. Cain was on the original Developer/Homeowner Transition Team supporting the process to become an independent association and a member of the first HOA board. He was acknowledged for bringing a great deal of wisdom to that first board. Mr. Cain was surprised and stated that “Those early times were a lot of fun; eventually we got things done and we made it!” 

President’s Report:

·       Lawn and Irrigation Guidelines – Process for Reporting Issues: Every April, guidelines are emailed to homeowners which outline the steps for reporting lawn and irrigation problems/concerns. It also states that when there are changes to lawn maintenance or the irrigation schedule, the change is posted on the website and NextDoor. In the past the secretary (Karon) was responsible for posting on the website and the president (Robert) posted on NextDoor as the Sleepy Hollow Lead (established that account on the social network). After the president resigned, Karon acknowledged that she failed to put the changes on NextDoor assuming she didn’t have the “rights” because she was not the Lead. Secondly, it was important to emphasize in the minutes that if homeowners follow the process to report an issue via the website, immediate action can be taken with the homeowner to resolve the problem or concern. Those without access to a computer, should call the HOA phone and the issue will be created on their behalf. When you access the website, any bulletin is posted under the section titled “SLEEPY HOLLOW LAWN CARE.” Examples would be (a) rain delays cutting, or (b) the irrigation zone run time has been increased to minimize the grass’s stress due to drought. If the bulletin(s) listed do not address your issue/concern, proceed down to the bottom of the page to the section title “Reporting Lawn or Irrigation System Problems/Concerns.” Once completed, an email is immediately sent to Carl Cottingham at Delmarva Lawn Care and Sleepy Hollow Outlook (Karon). In most cases Carl responds within a couple of hours or no later than days end. The homeowner and Sleepy Hollow receive his response via email, or phone for those without access to a computer. Following this process helps ensure the concern is addressed quickly and when the invoice is received, we have a tracking mechanism for the work completed. For instance, a line item appears on the bill for repairs to the irrigation system due to a tree’s root system in the back yard, but there is no issue to document this work. This is troubling and time consuming to resolve. To clarify,

1.     Go to the website and check for Bulletin updates

2.     If your concern/problem is not disclosed, scroll down, and create an Issue Report

3.     Do not go directly to the lawn care contractor or his sub-contractor to report a problem—you must file an issue report for them to act. Exception to the rule: Directing the lawn care contractor or his sub-contractor to perform work for you personally that is outside of the HOA coverage.

o   What happens when things are damaged? Any damage to a homeowner’s property resulting in work covered under the HOA lawn care contract as performed by the HOA contractor should be reported immediately via the website portal for resolution.

o   HOA Disclaimer: As stated, the Lawn and Irrigation Guidelines are emailed to homeowners in April of each year. If a home is sold after that time and the secretary receives an authorization form from the new homeowner to communicate via email, the April guidelines communication is sent. This action is two-fold: (a) it validates their email address is recorded in the database correctly; and (b) provides the new homeowner with the procedures to report an issue/concern for lawn care and/or irrigation.

·       City of Salisbury – Process for Reporting Issues: Recently, a homeowner reported a pothole on Tappan Lane. We explained that this issue is handled by the City and can be reported on their website at https://salisbury.md. Citizens can report any of the following directly to the City: Animal Problems; Housing & Community Problems; Land Use and Permit Problems; Park & Tree Problems; Road Problems; Non-Emergency Police; Snow & Ice Problems; Streetlight Problems; Trash Problems; and Water & Sewer Problems. As a courtesy, a document has been prepared showing the steps for reporting a problem through the city. Simply send an email request for a copy of the instructions to sleepyhollowmd@outlook.com.

·       Overview of Miscellaneous Issues Addressed Since Last Meeting: (1) Flooding on Tappan | Fire Suppression System – A full report was forwarded to the board on the flood that occurred under a cluster home on Tappan Lane on July 17th. The City of Salisbury Department of Public Works and fire department personnel were on-site. The Water Department called Sure Fire Protection company to inspect the Fire Suppression System located on Van Tassel. The technician reported that there was no failure to the system. Each cluster home (tri or quad unit) located on Tappan Lane and Van Tassel are connected to the fire suppression system in case of fire with an alarm on the exterior and water sprinkler on the interior. The damage to the property was not a result of the Fire Suppression System; a pipe burst under the home. (2) Emergency Irrigation Issue on corner of Tarry Town and Bell Creek – On September 7th it was discovered we had a blown irrigation line (pipe) that created a geyser-like effect at the new construction build site. Water flow was going through a 2.5-inch pipe to a 2-inch pipe that ran under the street to the construction site to another 2.5-inch pipe. The line broke at the 2-inch point. It was noted that as we increase the number of homes being serviced on a line, we may encounter more repair as the system ages. (3) Dead Tree on Hessian Way – After review of our 2004 community plat plan, it was confirmed that the tree in question was a “street tree” and therefore needed to be replaced by the HOA. It was removed and replaced with a crape myrtle on October 6th.

·       Fall Community Yard Sale: Our Fall event was postponed due to weather and held instead on October 8th. There appeared to be a lot of activity. Posting of the 2023 schedule on the website will appear soon; typically, it is held on the first Saturday in May and October.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 11th), Cathy reported on the three (3) ARB requests submitted, reviewed, and approved.

 

Date Submitted

Date Approved

 

Location

 

Description

1.

7/27/2022

08/03/2022

6033 Bell Creek Dr

·       Installation of deck and fencing

2.

08/08/2022

8/10/2022

28156 Raynor Ln

·       Shed installation

3.

09/18/2022

09/18/2022

6028 Fire Fly Dr

·       Replacement of existing deck

·       Homeowner followed ARB requirement to provide a color chip last year to paint their shutters, but questioned why a quad grouping has one bright teal when the other three have hunter green shutters? Cathy stated that some homeowners do things without the approval of ARB. So, what happens then? The homeowner is sent a letter of non-compliance that they did not follow the Architectural Review Board standards. We don’t penalize anyone; haven’t done that to date. Can we? We could, but is that the kind of neighborhood we want? Generally, if a duplex or quad unit wants to go from black to green shutters, we encourage that the requestor has a dialogue with the other homeowners in the quad and get consensus to paint all the shutters the same color and resubmit their request for approval to the ARB Committee. Do you have to paint your shutters the same color? We did, but can you paint it a different color? Cathy reported you can, but you need to submit a request along with the chip color and she would follow-up accordingly.

o   Action Item: William suggested that the board review the ARB guidelines and talk about any other actions we may need to take as far as architectural concerns.

Secretary’s Report:

·       July Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the July 11, 2022, recorded minutes distributed to homeowners via electronic mail on August 11th and posted on the website. (1) Add missing homeowner’s name to the Roster – Jarvis Cain and Julie Cain under Karon Welcome the Homeowners in Attendance. (2)  A correction in wording under President’s Report | Acknowledgement of R. Holland’s resignation should read “…By record of these minutes, we formerly formally accepted the...”

Motion was made by William, seconded by Sue to approve the July 11, 2022, minutes, as amended. Motion carried unanimously.

o   Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies to be sent to each Board member and posted on the HOA Website.

·       Record of Executive Session: Karon reported to the members present that since the last Board meeting held in July, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

 

Date of Action

Date of Conclusion

 

Topic

 

Description

1.

08/10/2022

08/10/2022

Fire Suppression Inspection

Report and Repair Plan

l Mast Electrical Service

 

 

·       Purpose of Session: To review the current condition of the Fire Suppression System and the requirements to winterize the system. 

·       The Board acted by written consent to accept the repair action plan submitted by Mast Electrical Service for parts and materials to replace and install a new GFI receptacle, heat tape, wrap and strap insulation. Estimated cost of winterization - $317.42

o    Action Item: Assign a board member to prepare a white paper defining the purpose of the fire suppression system and the maintenance recommendation for homeowners living in the cottage homes (tri-and quads)

Cathy motioned to approve the Record of Executive Session minutes; seconded by Sue. The motion was carried unanimously.

2.

08/12/2022

08/12/2022

2023 Proposed Annual HOA Budget

·       Purpose of Session: To officially vote to adopt the 2023 Proposed Annual Homeowner’s Association (HOA) Budget presented at the July 11, 2022, Board of Director’s meeting. Minutes showed the board moved to another topic that impacted the budget and was to return to vote on budget approval. The board failed to remember to return and take action to approve.

·       The Board acted by written consent to accept the budget as presented and to forward the proposed budget to the membership no later than September 10th.

Sue motioned to approve the Record of Executive Session minutes; seconded by Wendy. The motion was carried unanimously.

3.

08/30/2022

08/31/2022

Special Project for Overseeding Common Area Entrance

·       Purpose of Session: To review the proposal to overseed common areas needed to be done before the end of September

·       The Board acted by written consent to approve the proposed plan submitted by Delmarva Lawn Care for $1,800 to overseed the common area entrance to compliment the health of the grounds.

William motioned to approve the Record of Executive Session minutes; seconded by Cathy. The motion was carried unanimously.

Treasurer’s Report:

·       Financial Reports | Balance Sheet: The Balance Sheet as of September 30th showed Total Cash at $305,777.41 and a negative Accounts Receivable of -$94.50 representing prepayments of HOA fees, for Total Assets at $305,682.91. Retained Earnings are $247,587.77 and Net Income at $58,095.14. Wendy noted that the account was opened at Tidemarkàmoved money to get a higher rate of interest. September interest was $140.30. In comparison, interest for the same period would have been $24.84 at the Bank of Delmarva (1% versus .18%, respectively).

·       Financial Reports | Budget Analysis: The year-to-date Budget Analysis ending September 30, 2022, delivered to the Board reflected Total Income ($139,150.22) and Total Expenses ($81,055.08), with a Net Income in our working fund at $58,095.14. The analysis showed Actual versus Budget per line item. The budget target for the 9th month is 75%.

·       Delinquency Report: One (1) delinquent homeowner remains in foreclosure. Property is still showing in deceased homeowner’s name; no action to date by FHA|HUD outside of assigning a case number.

·       Money Market Account – Opened at Tidemark: See reference to account opening under Treasurer’s Report | Financial Reports – Balance Sheet.

·       Reserve Fund CD – First Shore Federal: Wendy reported we need new signatures for the Certificate of Deposit account; there are two (2) signatures on the account, but neither one is a member on the current board. Interest is at 1% and we would like to inquire as to any penalty clause(s), but we can’t get access to that information until we secure new signers on the account. Changes to the account must be done in person and we need to include a copy of the minutes disclosing the approval of new signers for the account. Effective immediately, it was agreed that the new signers on the Certificate of Deposit held at First Shore Federal would be Wendy L. Bailey and Sue Revelle. As authorized signers they have permission to perform actions for the owner of the account.

·       Ratification – 2023 Annual Budget: The 2023 Proposed Annual Budget was presented at the July 11th Board of Directors meeting and approved via Executive Session on August 12th. Motion was made by Sue, seconded by William to ratify the approved 2023 Annual Budget. If there is a surplus in the budget, is there a chance in the future that the fees will go up or stay the same? The budget is calculated as though we have a zero balance. Anything that is left becomes retained earnings and it is reserved. There being no further questions, the motion carried unanimously. (Refer to Exhibit 1 – 2023 Budget attached)

·       CPA Annual Report – Year Ending 31-December 2021: Wendy delivered the completed copy of the compilation review completed by Philip Wheatley, CPA. It was noted that (a) for the size and scope of what we do, cash basis of accounting is fine; (b) we furnished and discussed the reserve fund analysis with the CPA, (c) if you pull the financial statements from the 2021 annual packet and compare with the financials in the compilation report, they would not be the same because theirs have adjusting entries; (d) due to downsizing next year’s review of the association’s books will be done by Kortney, a Public Accountancy within Mr. Wheatley’s organization. This action would still follow the HOA By-laws requirements.

Committee Reports:

·       Welcome Committee: Sue thanked Barbara Powell, Judi Jones and Cathy Jennings for their support and work on the welcome committee. Two (2) new residents were greeted since our last meeting, for a total of 11 new homeowners for the year.

·       Social Committee: It was guesstimated that we had about 50-60 people attend the ice cream social held on August 14th. The event turned out very well, many attendees gathered and engaged in conversation with one another. Sue gave a shoutout to Robert Holland for chairing this successful event. Where was the ice cream coming from? The ice cream was provided by Vanderwende’s Farm Creamery, Bridgeville, DE. Do they sell locally? The ice cream was good! Locations: Bridgeville site is open daily, Greenwood DE is seasonal; Dewey Beach DE and Fenwick Island DE are open April thru October, and Philadelphia PA.

·       Records Retention Committee: Wendy delivered to the board a Records Retention Guidelines document outlining the practices to use to maintain important information for a required period for administrative, financial, legal, and historical purposes. After discussion, a motion was made by Cathy and seconded by William to approve the guidelines, as amended. There being no further questions, the motion was unanimously approved.

·       Easement Sub-Committee: William reported on the issues that were occurring here in the community, specifically the easement area in question coming off Cross Creek Drive on the boundary between the Sleepy Hollow subdivision and that of Willow Creek subdivision. On Sept 14th he walked and looked at different things – area where city maintenance stops and starts with county maintenance on both sides with Delmarva Power along the high-tension lines; took measurements to determine where property lines are as to who owns what in that easement area. The committee (William and Sue) met for review; Sue conducted more research and summarized her meeting with the City of Salisbury Planning and Zoning Department. 

Overview of Who Owns What on the Easements:

o   Utility Easement: The measurement for Sleepy Hollow is 25 feet and measurement for Cross Creek is 75 feet from the middle of the electrical pole. We own the property and DP&L has been given an easement from the HOA. Sleepy Hollow is responsible for the maintenance of the 25 feet from the pole center for mowing and clearing the brush.

o   Forest Conservation Easement: The trees in the Forest Conservation Easement issue were researched. According to an email to David Shipley, previous board member dated February 4, 2010, “The Forest Conservation Easement that encompassed parts of many residents lots has been removed from the property. It has been moved to a mitigation bank off-site.” Sue was informed that if true, the City would have to have a new plat done, submitted to the City, and recorded. The City representative was unable to locate a new plat but will continue searching. If the trees are under the forestation and not off-site, nothing can be touched in that easement until the City is notified and they inspect the tree and confirm it is dead.

As a side note, Sue questioned who was responsible for damage if a tree falls (in the yard, on their fence or house). According to the City representative, there is an old, but still in effect law (2014) that says whoever’s property the tree(s) falls in/on, that property owner is responsible to repair the damage. You can trim a bush or tree that is over hanging on your property if the trimming does not go past your property line.

 

Sub-committee Recommendations:

o   The sub-committee recognized that there were many things to consider and still several layers that need to be uncovered. Their suggested recommendations were presented specific to marking property corners, lawn care maintenance requirements and signage. Can confirm that (a) the 75 ft from the center of the pole butts up against all the homeowners’ properties on the Cross Creek residents’ side and (b) some Cross Creek homeowners are using the Sleepy Hollow HOA property easement for their personal intent. 

It was determined to give the members of the board an opportunity to peruse and digest the material presented and allow the committee time to secure written confirmation from the city on the Forest Conservation Easement plat before meeting to firm plans on how to move forward on this project. 

Unfinished Business:

·       Storm Water Management – Pond #2 (Van Tassel | Bell Creek): This project was approved in the July meeting, but work delays have moved its scheduled target completion date. As of October 5th, the installation of the riprap to mitigate the erosion is set to start in the next two weeks. William stated that during his walk around the community he and Sue saw several ponds where erosion was evident around the edges of the ponds (scalloped edges). Wendy mentioned that wetland plants on the shoreline is a method used to stabilize the pond banks. Mr. Cain spoke to the past having a Ponds Committee responsible for checking and recommending shoreline strategies that might be considered to prevent erosion of the property. The expectation is that City personnel will be performing pond inspections in spring 2023.

·       Tree Ownership/Responsibility – 6024 Tarry Town Road: Recently a list of 7-8 properties were identified by a city inspector as being in violation of the code for a nuisance tree. A homeowner cited questioned as to the tree being his or an HOA “street tree.” The board asked to meet with the homeowner so that we could inspect and make an accurate determination. If the tree is the property of the HOA, the board will notify the City to mark their records accordingly. This issue is still outstanding but is made a part of the minutes to ensure it is tracked and comes to a resolution.

o   Action Item: Karon to contact homeowner to schedule a meeting to look at the tree and make determination.

·       Sidewalk – Repair Responsibility – The City of Salisbury and Resident Owner: Homeowner Lorrie Dollar forwarded a list of seven (7) areas that needed sidewalk repairs. Sue believes there are also a couple of areas around the clocktower. We also received a message from a homeowner that her sidewalk was disintegrating and wanted to know what the HOA was going to do about it. We have contacted the City to find out the next steps. Their response follows: “Sidewalks, Curbs and Gutter Pans are the responsibility of the homeowner that runs along their property lines. If you have sidewalks that you feel need attention or possibly replacement, that is managed by The Department of Infrastructure & Development Department William White – Transportation Project Manager 410-548-3170). You would need to contact their office and they will walk you through the process for review.” It is a holiday, but we have reached out to the project manager to secure further information on how the repairs are scheduled and completed. Sidewalk maintenance in common areas would be the responsibility of the HOA, and sidewalks located on the frontage of a property would be the homeowner's responsibility

o   Action Item: Once the process is outlined by the city, the board will need to create an action plan for the repairs. A communication will be created and forwarded to the impacted properties.

New Business:

·       Lawn & Maintenance Contract – 2024 thru 2026: We received a proposal for a new contract from Delmarva Lawn Care, LLC. It is identical to the current contract with a 5% increase in 2024: no increase in 2025 and a 5% increase in 2026. The only difference in the contract is that it does include the same fuel surcharge, but it is capped at $200 like we are doing now. It was believed that equipment purchases, and certifications were among the reasons for submitting the 3-year contract in advance. The opinion expressed was that inflation sits at a little under 8.5% and it would be a WIN-WIN for the HOA to secure a contract with a 5% increase in 2024 and 2026, plus either party can get out of the contract with a 30 days’ written notice. I would hate to see us stuck with these people for 3 more years. That is up to what the Board decides to do. We [homeowners] don’t have any say who takes care of our lawns? Exactly.

The board agreed to tie this topic with the work on the easement – have them look at the work requirements and determine if it warrants these tasks be added to the new contract or as a separate work order. The board deferred further discussion on the 2024 – 2026 contract at this meeting. Our current landscaping and irrigation contract stands through December 2023.

Will the new contract have the same number of lawn treatments? If it is the same number, he didn’t complete them all this year and we need to hold his feet to the fire. We acknowledged that we have on record the homeowner’s concerns and agreed to implement a system starting in 2023 to track on the website as work is completed by the lawn contractor.

As a new homeowner I am aware that the landscaper takes care of the front of the house, but not the back of the house. When will I get mulch—it looks like it hasn’t been replaced in 3 or 4 years. I have a rose bush in the front of the house, do I pull my own rose bush? It was recommended that the homeowner go online and report those concerns. Also directed the homeowner to the listing and schedule of lawn care activities for common areas and the age restricted areas on the website under the tab <Maintenance of Common Area>.

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

When do you propose that you will get back to us on the trees in the Forest Conservation Plan? Sue plans on reaching out to the city if she hasn’t received anything by weeks end. The committee will extend a time limit and will ask where we stand if they haven’t located the plat at that point. William confirmed the committee would meet and make determinations once all the information is available. I called my insurance company today and explained the situation –I worry about the trees, not the ones living, but the ones dead. She told me “If a tree is on a location that is not yours and it falls on your house, your insurance will cover the damage (less deductible).” Once the city advises the status of the Forest Conservation, the committee can meet with a city representative and identify the trees that are dead and put together an action plan for next steps. Mrs. Hooker commended Sue and William on a job well done.  

Homeowner again expressed discontent about an ARB approval for a neighbor’s fence that did not follow the standard installation rule of 5 feet from the property line. There are no consequences – the battle is now hers to fight. What you are planning to do is a good thing relative to signage, but you need to make sure we have legal footing. When you speak about people being out of compliance, raise your hand if you want your fees tripled so that we can pay an attorney to argue with someone who painted their shutters the wrong color. Why do we have an ARB if you are not going to enforce it? The homeowner was asked if she would like to join the ARB Committee. The problem is your rules are not there. That is what the committee is for – look at the rules; recommend changes. It costs thousands of dollars to change the covenants. Any change in a covenant requires 90% of 193 members to attend a meeting and vote. It is hard to get enough homeowners to attend and make the quorum to hold an annual meeting. If you don’t support your group, you can’t expect change to happen. You can bet the ones that don’t come are the first to complain.

When can we ever expect any improvement – talk about being out of compliance – our lawns have been out of compliance all summer long with the grass height with the recommendations from the city. If he would cut the grass shorter, cut the grass even – it looks terrible. I expected better than what I was getting. He’s a nice guy, he calls you back, but there is no resolution on things. Karon directed the homeowner to look on the website to see the schedule of treatments that are covered under the contract specific to weeding and broadleaf, etc. She also encouraged the homeowner to go to the website and document any issue so that the lawn contractor and lawn committee can address the occurrence as it happens. You don’t care; all the neighbors will get citations; this is in the age restricted area. That is not true; we do care.

 

The meeting was overextended to accommodate questions, and was adjourned at 8:12 p.m.

·       Next Meeting: The next Board of Directors meeting is scheduled for March 6, 2023.

 

 Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 06-March 2023
 

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 11, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.

Directors in Attendance:

Karon Dennis (Secretary), William Jackson (Non-Age Restricted), Cathy Jennings (Non-Age Restricted), Sue Revelle (Member-at-Large) and Wendy Bailey (Treasurer).
· Quorum present? Yes

Karon Welcomed the Homeowners in Attendance:

· Rejane Jackson, Dottie Harris, Geoff Harris, Linda Hooker, Paul Hooker, Lorrie Dollar, Curtis Williams, Cathy Turnbaugh, Evan Lane, Roy Sowers, Judith Jones, Barbara Powell, Melissa Bugdal, and Gail Fykes, Jarvis Cain, and Julie Cain. [14 16 Members present].

President’s Report:

· Acknowledgment of Robert Holland’s Resignation: By record of these minutes, we formerly formally accepted the resignation of Robert Holland as a member of the Board of Director so designated in his written message dated June 10, 2022. The board took the opportunity to express their sincere gratitude for his five (5) years of service as a member and Board President. They also acknowledged his, and his wife’s dedication to the beautification of this community. He worked many long hours on a vast number of tasks and services for which we have all benefited.
o In the absence of a Vice President, the first order of business was to appoint a replacement for a President to preside. No board member was ready to accept the appointment, so Karon continued to facilitate the meeting.
o For this and future meetings, there are five (5) members on the board so a quorum can be met to continue to work in the community’s best interest. We encourage any homeowner interested in joining the board to send an email to sleepyhollowmd@outlook.com with a summary of their qualifications and why they would like to become involved.
 
· Status of Irrigation Schedule: The run time for the irrigation system was increased by 30% and the scheduled runs reset for Friday, Sunday, and Tuesday evenings. Any changes to the schedule are posted on the HOA website.
· Community Bulletin Board Vandalism: The board was notified on June 15th that the bulletin board on the Clocktower building was damaged—large hole in center and spider cracks in the plexiglass door. As a community handyman, Robert Holland offered to make the necessary repairs. Work was completed on June 22nd. ~See Meeting Minutes for further details on costs.
· Ice Cream Social: The ice cream social that was postponed several times last year because of weather is set for Sunday, August 14th at Raynor Lane from 1 p.m. to 3 p.m. Robert Holland, Chair of this event, has confirmed with the ice cream vendor, Vanderwende’s, that “it is a go.” An email blast reminder will be sent to homeowners in advance of the social date. At present there is no rain date identified.
· Fall Community Yard Sale: Our Fall event is set for Saturday, October 1st with a rain date of October 8th.

Vice President’s Report:

· Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 9th), we have had two (2) ARB requests submitted, reviewed, and approved.

Date Submitted

Date Approved

Location

Description

1.

06/01/2022

06/02/2022

6080 Tarry Town Rd

· Installation of paver patio

2.

06/12/2022

06/15/2022

6119 Irving Way

· Shed

· We had an inquiry for an approved fence company list. Did the homeowner contact you about installation on his property? Cathy confirmed that no further information or ARB request has been received.

Secretary’s Report:

· May Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the May 9, 2022, recorded minutes distributed to homeowners via electronic mail on May 20th and posted on the website. (1) Spelling correction in strikethrough and red of the name of homeowner, Tom Haig Harig, under Robert Welcome the Homeowners in Attendance. (2) A correction in wording under Treasurer’s Report | HOA Fee Delinquency Recap should read “…however, mail at that address is now being returned to by the post office.”
A motion was made by William to approve the Draft of the May 9, 2022, minutes, as amended above. Motion was seconded by Cathy and stands approved.

o Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies to be sent to each Board member and posted on the HOA Website.

· Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on June 15, 2022, to review the report, pictures, and action plans on the damage to the Community Bulletin Board. Service request to the local repair person was to remove, replace and install a new window door panel; then place silicone around to seal out moisture. The period of service ran from June 16 thru June 21. The board acted by written consent to accept the action plan to complete the repairs at an estimated cost at $100. The final expense was $90.93. The motion made to include the Record of Executive Session in the minutes was unanimously approved as written.

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of June 30th showed combined assets in our checking and savings accounts at $337,295.77 (Bank of Delmarva [checking] $182.68; Reserve Fund at Bank of Delmarva [checking] $86,779.25); Money Market Bank of Delmarva [operating account] $114,412.82; and Reserve Fund CD at First Shore Federal $135,921.02. Our net income was $89,613.50.)
· Budget Analysis: The year-to-date Budget Analysis delivered to the Board reflected Total Income ($138,115.59) and Total Expenses ($48,840.12), with a Net Income in our working fund at $89,275.47. The analysis showed Actual versus Budget per line item. The budget target for 2nd quarter would be 50%. Lawn and Irrigation is below budget because the January invoice billed early was received and paid in December 2021. Insurance has gone up a little, but otherwise there is nothing of concern.
· Reserve Fund Analysis: Wendy reviewed with the board the HOA Reserve Fund long-term schedule and identified several components where the cost of repairs and replacement could be adjusted based on her recent reserve fund study she conducted. Those component line items were Sidewalks/Curbs, Storm Water Management, Irrigation System and the Clocktower. In the past the annual Reserve Fund had been reduced to $16,321 from $18,821 based on expected investment income. After this study, the proposed reserve funding for 2023 is $13,779.

PROPOSED RESERVE FUNDING FOR 2023

 

PROPOSED FUNDING

LINE-ITEM CHANGE

Irrigation

$ 9,779.00

No Change

Clock | Clocktower

$ 0.00

$( 341.00)

Storm Water Management

$ 3,000.00

$(1,930.00)

Sidewalks

$ 1,000.00

$(2,771.00)

TOTAL

$13,779.00

 

Refer to “Reserve Fund Analysis” for study details

o Action Item: Karon to generate and affix an Addendum to the original Reserve Fund Analysis to show that the 2023 Reserve Contribution of $18,821 will be reduced by the sum of $5,042 representing the change in funding in Irrigation, Clock | Clocktower, Storm Water Management and Sidewalks. As a result, the 2023 net contribution for the budget line item “Reserve Fund Contribution” is shown as $13,779.

Is there any script on when a sidewalk must be replaced? While walking my dog I have come across sidewalks that are raised because of a tree root system. Thus far, we have addressed areas that may cause a trip hazard. Karon requested the homeowner forward a listing of the sidewalks in question so that the Board can investigate those areas further. NOTE: (1) We cannot make repairs and send the bill to the City. The City of Salisbury must inspect the site, agree to the repairs/shared costs before work can commence. (2) Current repair cost is $11.56 per square foot for full demolition and replacement.

The following details are included as a matter of record and clarification as it relates to sidewalk repair and maintenance: Historical records from the meeting with The City of Salisbury on the handoff of the sidewalks states that the City will pay for ½ of the of the repairs for our sidewalks when the expense is first approved by the City. Regardless of the over 55+ or non-age restricted area, each homeowner is responsible for their sidewalks, and repair. The HOA is responsible for the common area sidewalks only. The homeowner bears responsibility for sidewalks and the front footage of their property.

· Proposed 2023 Annual Budget: Wendy reviewed the proposed budget with the board highlighting that (a) used the same interest amount with the money market fund and reserve fund; (b) a new line item titled MISC Expenses – Storm Water Fees, Fuel Surcharge. The storm water fees were coming out of the Reserve Fund, but they are not capital improvements; (c) no change in the annual HOA assessment from the current year. Wendy reported that the board needed to approve the proposed budget so that it can be emailed to all homeowner’s 30 days prior to the October 10th board meeting, and then formally adopt it at that meeting. Once approved in October, it will be emailed to the homeowners within 30 days. There being no questions Wendy asked for a motion to approve the proposed budget. Karon requested that we hold off with that motion because the budget included fuel surcharge expenses, and the board had not discussed or approved this new lawn maintenance contract expense.

Committee Reports:

· Welcome Committee: Sue thanked Barbara Powell and Judy Jones who have been doing an excellent job as part of the Welcome Committee. Sue reported that we have greeted six (6) new residents since the first of the year and three (3) more since our last meeting.

Unfinished Business:

· Interest Rate on HOA Cash: There was a brief discussion in our May meeting regarding the current interest rate on the HOA accounts and an interest rate comparison at four (4) banks/credit unions. The topic was tabled until a process could be verified. A concern was whether it would be inconvenient to do business at multiple banks when handling transactions to transfer funds, etc. Wendy reported that there is a credit union in the post office which would not offer any inconvenience since we collect our mail in the same building. However, any of them, Discover, American Express, Citibank, Alliant Federal Credit Union, Tidemark, all have 1% right now, but their rates will be increasing substantially. Wendy recommended that (a) we move the two money market accounts [Bank of Delmarva Reserve and Bank of Delmarva Money Market] to another financial institution where we can receive a minimum return of an additional $1,200 per year, (b) maximize our return in a “tiered” rate system by combining the two accounts into one money market and (c) record all interest in the reserve fund in QuickBooks. It is important to know what is in reserve and in the regular money market~~QuickBooks breaks down the two accounts, but the bank would only show it as one. At present, the move would increase our interest income by $101.88 more (in June difference between 0.18% and 1.00%). Earning a greater return on our cash benefits the HOA and the homeowner. A motion to move the accounts from the Bank of Delmarva to Tidemark Federal Credit Union was made by William and seconded by Sue and stands approved.
· Authorized Signers on HOA Accounts: The HOA financial account(s) require (2) two signatures. Robert, Wendy, and Sue are the authorized signers. As authorized signers they have permission to write/sign checks and perform other actions for the owner of the account(s). With Robert’s resignation, Cathy agreed to be the third signer for the account with the Bank of Delmarva and the new account to be established at Tidemark.

o Action Item: Wendy to prepare a letter of intent, provide our Articles of Incorporation, tax ID number, signer’s details, etc. to Tidemark upon closing the accounts at the Bank of Delmarva.

New Business:

· Lawn & Maintenance Contract – Fuel Surcharge: Delmarva Lawn Care, LLC had no way of predicting the rising cost of gasoline and did not write a clause in their original contract. DLC submitted an addendum to the contract expiring December 31, 2023, to include a fuel surcharge if the price of regular gas rose at or above $4.00 p/gallon. The formula for calculating the surcharge is based on usage at 50 gallons per week during the grass cutting period April through October. Example: If gas was $4.50, the surcharge would be $.50 x 50 gallons, or $25. Note: There would be a surcharge cap at $50.00 p/week, or a gas price of no greater than $5.00 p/gallon. The calculation and payment would be based on actual gas receipts. To continue to maintain our good business relationship and practices, a motion was made by Sue and seconded by Cathy to accept DLC’s fuel surcharge addendum.
· Authorization to Sign Contracts: In order for officers to protect themselves against claims they acted without authority, a motion by William, seconded by Wendy, the meeting minutes herein record the board’s approval to authorize the Secretary or the Treasurer to sign contracts in the absence of a President and/or Vice President.
· Storm Water Management – Pond #2 (Van Tassel / Bell Creek): The board reviewed a proposal by Delmarva Lawn Care to add five (5) tons of R-4 riprap to shore up the existing outfalls and around the pipe missing riprap on the Bell Creek side to firm up the erosion next to it. The dig out of duckweed vegetation was put on hold until the pond inspection by the City expected in 2023. A motion by Cathy, seconded by William was made to proceed with the work to mitigate erosion on Pond #2 at the cost of $1,300. Work will be scheduled on Saturdays with the expectation that the job would be finished by the end of August.
· HOA Records Retention Policy: The subject of records retention was identified as a topic of discussion. As a starting point for the Association to develop its own records retention policy, Karon asked that a committee of at least two (2) board members be appointed to perform a study and make a recommendation to the board on suggested guidelines of the records it needs to maintain. Sue and Wendy volunteered for the Records Retention Policy Committee and will target the October meeting to present their recommendations to the board.
· Easement behind Cross Creek: Delmarva Lawn Care notified the board that there is (1) a fallen tree that is hanging over a fence and needs to be removed – cost $150; (2) Cut back the tree line 6’ to 8” in that same area – cost $500; (3) clear-cut and remove all vines, new trees (not part of the plat), brush – cost $1,500—all original Leyland cypress trees would be preserved. Stumps would not be ground. Note: The price for Item (3) includes Items (1) and (2). Sue has walked the easements (Cross Creek and Bell Creek) and suggested that we have a committee look at these areas before we take any action. Are the easements in question ours (Sleepy Hollow) or the adjacent communities? Sue and William volunteered as committee members to address and get clarification on Items (2) and (3); they will include Carl Cottingham in their discussions and research. Karon to provide the Easement Committee with a copy of the HOA plat for reference purposes. A motion was made by Cathy and seconded by William to approve the cost for Item (1) to remove the fallen tree.

o Action Item: Wendy to notify DLC to proceed with the work outlined in Item (1) and request a separate invoice for billing/payment purposes.

· DP&L Encroachment from Cross Creek Homeowner: Homeowner Cathy Turnbaugh had notified the HOA about her neighbor’s fallen tree and easement maintenance. She stated that Mr. Holland had informed her that the easement running behind the Sleepy Hollow resident’s homes on Cross Creek Drive belongs to Sleepy Hollow (40 feet). She also highlighted the use of the easement property as a personal backyard driveway by a Cross Creek resident. Questioned as to who is responsible for easement maintenance and can anything be done about the trespassing of the other development homeowner? The board turned over these concerns to the Easement Committee to address during their upcoming study.

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

Is anyone else concerned about the houses being added in Sleepy Hollow? Are we expanding the community? Karon confirmed that there were 16 vacant lots that the developer sold. The new owner has been building new construction homes on those lots. We have a total of 193 homes/lots that make up The Villages at Sleepy Hollow.

On the easement behind Cross Creek and Bell Creek, Carl had indicated that it wasn’t being mowed around the sprinkler system. Is that considered common area? Some sections are being taking care of by homeowners and other sections are all weeds. If it is common area, are we seeding and fertilizing the grounds? With an easement we are not required to seed or fertilize the property, but it should be manicured. The area was mowed once it was brought to the board’s attention. On the Cross Creek to Bell Creek to Fuller Lane easement, there is a triangle of trees that is a mess. It is encroaching the property fence and tree(s) at 6078 Bell Creek. Karon asked the new Easement Committee to include these properties in their task assessment.

Concerns expressed by homeowner regarding (1) a neighbor’s fence that was built on property line and (2) the lack of maintenance in the forest area behind their home and others in the community. Who is responsible for fallen trees or trees falling on residential property? (1) Cathy confirmed that any fence that is approved by the Architectural Review Board should be installed 5’ inside the property line. (2) In the past, the board has discussed the areas known as “Forest Conservation Easements.” These areas are protected, and you are prohibited from clearing any tree, bush, or vegetation. A homeowner stated that 16 years ago, there were metal signs in the ground that identified these areas. Karon asked the new Easement Committee to investigate the Forest Conservation area(s) further to determine who is responsible for maintenance and removal of fallen trees and the contact information on who to call when a resident experiences damage to their property.

A homeowner reported damage to the back of his property – multiple holes in the siding that look like they were made by a pellet gun – will require three sheets of aluminum siding be replaced. Was wondering if anyone else had experienced a similar problem. A police report is in the process of being filed by the homeowner. Karon reported that to date, there have been no reports of damage of this nature to any other property.

Homeowners present at the meeting thanked the board for their continuous hard work on behalf of the community.

There being no further business, the meeting was adjourned at 7:55 p.m.

· Next Meeting: The next Board of Directors meeting is scheduled for October 10, 2022.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 10-October 2022, as amended

 

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 9, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:  

Robert Holland (President), Karon Dennis (Secretary), Wendy Bailey (Treasurer) William Jackson (Non-Age Restricted), Sue Revelle (Member-at-Large) and Cathy Jennings (Non-Age Restricted).

Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Rejane Jackson, Nancy White, Linda Hooker, Paul Hooker, Julia Cain, Tim Haig Harig, Jarvis Cain, and Terry Dunn. [8 Members present].

President’s Report:

·       2022 Board of Directors:  Robert confirmed the board of director’s appointment of officers noting one open position as the role of Vice President.

·       Status of Irrigation Annual Maintenance and Season Schedule: There was delay in the annual start-up due to a death in the owner’s family in Australia. There is a schedule on the website [Maintenance of Common Areas] which highlights the monthly work covered in our contractual agreement that the contractor performs. There is a caveat however, that if certain weather conditions prevail, work as outlined may be delayed or suspended. For example, our weekly grass cutting occurs every Friday. It was not accomplished last week because the grounds were so wet. This week we were notified that the schedule must be moved forward to Wednesday or Thursday because of expected rain on Friday. We appreciate how accommodating and flexible our lawn contractor is in keeping our grounds thriving all year round.

·       Community Yard Sale: Last week’s yard sale was postponed due to weather, so the Spring event will be this Saturday, May 14th. Our Fall event is set for October 1st with a rain date of October 8th.

·       HOA Committees Notification: An action item from our annual meeting was to provide our membership with a listing of the committees established in Sleepy Hollow. An email communication was sent on April 20, 2022, describing the different types and benefits of HOA Committees along with a complete listing of active and inactive Sleepy Hollow Committees.

      o  Mr. Hooker, who volunteered on the Irrigation Committee, reported that the response to issues he has submitted via the Website have been managed quickly. The contractor has responded the same day; he [Carl Cottingham] does an amazing job of monitoring. Also reported that 28100 Cross Creek Dr. needs extra heads because of the yard size; has had communication with Auscare and the board on this issue.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (March 7th), we have had nine (9) ARB requests submitted, reviewed, and approved.

 

Date Submitted

Date Approved

 

Location

 

Description

1.

03/07/2022

03/10/2022

28065 Cross Creek

·       Landscaping

2.

03/08/2022

03/11/2022

6052 Tarry Town

·       Concrete patio, gazebo & vinyl fencing

3.

03/22/2022

03/23/2022

28100 Cross Creek

·       Planting backyard trees & painting shutters

4.

03/18/2022

03/25/2022

6033 Bell Creek

·       Shed

5.

03/23/2022

03/27/2022

28060 Cross Creek

·       Landscaping and stepping stones

6.

03/28/2022

03/29/2022

6038 Bell Creek

·       Plantings and raised garden bed

7.

04/08/2022

04/08/2022

6199 Tarry Town

·       Tree plantings along fence line

8.

04/19/2022

04/21/2022

5966 Fire Fly

·       Paint back deck and add landscape area

9.

04/26/2022

04/30/2022

6013 Bell Cree

·       Steel railings on back deck

·       As a homeowner we want to add a black railing to our front porch. Does that have to be presented to the ARB Committee? Cathy confirmed that the improvement would need to be submitted to the committee via email at sleepyhollowmd@outlook.com. The request would be redirected to the committee for processing.

     o   Action Item: Mr. Holland will forward to the homeowner the name of the contractor who has installed railings in the community.

Secretary’s Report:

·       Compliance with Title 11B of the Maryland Homeowner’s Act: On March 19, 2022, we received an acknowledgement from new Board Member, William Jackson, that he read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

·       March Board of Director’s (BOD) Minutes: A motion was made by Wendy and seconded by Cathy to approve the March 7, 2022 meeting minutes as published; motion passed unanimously.

     o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and posted on the HOA Website.

·       Request for Contact Information: Karon reported that letters were sent to three (3) homeowners requesting they complete and return the HOA contact information sheet, so we have authorization to communicate with them via electronic mail. These properties settled in December 2021, January, and March 2022. The original document was included with their welcome letter, so this is a second request for authorization.

Treasurer’s Report:

·       Treasurer Position Transition: Wendy publicly acknowledged that the transition of the Treasurer’s position would not have been possible without Robert’s knowledge of procedures and QuickBooks. She was very appreciative of his help with all the moving parts and expressed her gratitude to both Robert and Karon for their time and assistance.

·       Monthly Report: The Balance Sheet as of April 30th showed combined assets in our checking and savings accounts at $354,917.68 (Bank of Delmarva [checking] $792.10; Reserve Fund at Bank of Delmarva [checking] $88,468.58); Money Market Bank of Delmarva [operating account] $130,074.01; and Reserve Fund CD at First Shore Federal $135,582.99. Our net income was $107,235.41.

·       Additional items listed on the Balance Sheet showed the current interest rate on our accounts and an Interest Rate Comparison for Money Market and Reserve Accounts at four (4) banks/credit unions.

Bank of Delmarva Reserve Fund

0.18%

Bank of Delmarva Money Market (holding account)

0.20%

First Shore Federal Reserve Fund CD

1.00%

The yield that we are getting on interest rates on our Reserve and Money Market accounts are less. Data was collected at American Express, Alliant Federal Credit Union, Discover Bank and Capital One and showed rates at 0.60%. Wendy asked if the Board would like to entertain a discussion about looking to increase our return on that money. Robert stated that we do not take time to discuss our thoughts back and forth at this meeting but instead suggested we talk about it electronically. If we come to an agreement, we can announce it at the next meeting providing discussion points and decision made. Sue agreed it was a topic into which we should look. Wendy indicated the rates will continue to go up and should be around $450-$600 additional in a years’ time. Robert noted that it was a matter of convenience that the banking was set up this way [account closed and transferred from First Shore Federal to the Bank of Delmarva to eliminate travel to withdraw]. Extra money is nice but to consider breaking an account(s) to different banks requires you to travel to those different banks because you cannot perform transactions electronically. Wendy stated that those listed would have to be electronic transactions because they are not “brick and mortar” institutions which is why we would get a higher rate. Robert disclosed that in his conversation with the Bank of Delmarva, on-line transactions could not be done on any account that required two-party signatures; they could only be in-person or on the telephone. Robert asked that the discussion be tabled so that the board could weigh the pros and cons before making a decision that is best for the community. William asked that the process be verified prior to the next meeting.

·       Budget Analysis: The year-to-date Budget Analysis delivered to the Board reflected Total Income ($138,051.11) and Total Expenses ($30,815.70), with a Net Income in our working fund at $107,235.41. The analysis showed Actual versus Budget per line item. The Budget Target for the 4th month is 33.33%. Items that have already reached budget are expenses that are paid on a yearly basis.

·       HOA Fee Delinquency Recap: We have one (1) delinquent property, and the home is in foreclosure. It has been two (2) years with little activity; however, mail at that address is now being returned to by the post office.

Committee Reports:

·       Welcome Committee: Since the beginning of the year, Sue reported that we have had eight (8) new residents move into the community. Properties for sale have been turning quickly however we may see a change with mortgage rates and construction costs going up.                                                                              

Unfinished Business:

·       City of Salisbury – Pet Waste Station program availability: Robert reported that communication with the city indicated that they provide and maintain a pet waste station within the City Park Dog Park area, but they are not aware of any planned pet waste program that expands beyond this puppy recreation area.

·       HOA Board Task Reassignments: An update on the reassignment status of duties was provided.

TASKS MANAGED BY HOLLAND

REASSIGNMENT OF RESPONSIBILITY

PRESIDENT

Robert Holland continued appointment

VICE PRESIDENT

[Currently Remains Open]

TREASURER

Wendy Bailey

BOOKKEEPER

Wendy Bailey

ARB COMMITTEE

Cathy Jennings

LAWN COMMITTEE

Delmarva Lawn Care

IRRIGATION COMMITTEE

Delmarva Lawn Care

ANSWERWING SERVICE

Robert Holland

MAIL PICK-UP

Wendy Bailey; William Jackson—Alternate

PLACEMENT OF NOTIFICATION SIGNS

Sue Revelle

     o   Action Item: Robert requested that Wendy contact the USPS and determine the number of keys we are supposed to have; he recommended that we have a minimum of four (4) keys. Currently, there are two (2) keys held by Wendy and Karon. Wendy will get a key to William and maintain a key assignment log.

·       Ice Cream Social: Robert reported that the social is still anticipated for Sunday, August 14th. Updates will be provided as we get closer to the event.

New Business:

None

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

Are all the lots sold within Sleepy Hollow? Yes, all open lots and those under construction are owned by Amber Ridge II, with one exception (6060 Bell Creek Drive) which is privately owned. Concern expressed about the grass cutting; Bill Martin (Developer) always kept the properties clean and well-kept. Robert reported that he had recently sent a letter to Amber Ridge and the private homeowner that their respective lot(s) need cutting and cleaned up. Amber Ridge quickly acknowledged; no response had been received by the private member.

So, a lot that is empty has no irrigation? Clarification made by Robert: A vacant lot that is a building lot does not have irrigation except for the shared heads that are at the houses next door. The builder has an irrigation contractor who installs all the sprinkler heads and puts a turn up (pipe) out of the ground when the build phase is ready. They then contact and pay the HOA irrigation contractor to make the connection so that it works. A new resident confirmed the process as stated. The HOA contractor recommended they get additional heads and the builder’s irrigation contractor installed them and the HOA contractor came back and adjusted.

Homeowner reported the lot next door to their property has no irrigation and a 1/3 section of their yard has no irrigation either. The previous owner of 16 years contracted a landscaper that we continue to use. We repeatedly tell them that they must go all the way over to the empty lot to mow our property – they only cut around the house. A big part of our yard does not have grass and the lot next door is weeds. To clarify Robert stated, the lot to the right of your property is a vacant lot. Correct. The area you are speaking about is a part of your property and because you have a corner lot it goes all the way over to the corner. That is not the problem – the plot of land near the vacant lot, has no irrigation. They (developer) only put irrigation around the house, including the side of our lot because it is a corner house. We had the property surveyed (was not previously done) and that entire section next to the vacant lot was not included when the irrigation system was installed.

     o   Action Item: Robert agreed to look at the property because it was his understanding that the concern was the left side of the house; the HOA response was based on that information. If it is a case where it is supposed to be shared heads, then we will see if there is something we can do about it. If it can be determined that there is something missing or not working, then we can consider that.

As a new board member, William noted there is a series of wells and pumps around the subdivision that draw for the irrigation. What is the plan of the HOA to maintain those wells and pumps? How long has it been since those wells and pumps have been worked on and is there a plan in terms of budgeting that so many will be done each year? The Reserve Fund covers high dollar expenses like replacing wells, well pumps, and parts of the irrigation system. Will there be an annual cost for the homeowners? No – it is part of the Reserve Fund. The caveat, each year through dues every homeowner pays their portion of the budget. There is an amount of money set aside in the budget for the Reserve Fund which covers things outside of irrigation like clocktower repairs, sidewalks in common areas and other infrastructure items. As far as maintenance, the irrigation company checks and services the system on an annual basis. Wendy stated we are required to do an official study of reserve funding. There was a fair amount of work done initially that looked at the life expectancy on the wells, sidewalks, and clocktower so at one point it was around $20,000 a year. Expect that we are due for an in-depth review, especially for the storm water management system; because of Robert’s knowledge so much work has been done on ponds that we might be over reserving. There were not any serious issues reported in our last inspection because we had dealt with sedimentation issues. Robert also stated as a follow-up on wells, that initially we had two wells/pumps that had too many zones on them. The board at that time determined that they needed a second well for those two locations. That is why at those two locations there are two wells to split the zones. It costs approximately $17,000 to drill a new well and replace a pump.

     o   Action Item: Karon to forward an electronic copy of the initial Reserve Fund Analysis and a map of the well locations to William for his review and information.

     o   Action Item: Wendy suggested that we look at the Reserve Fund this summer before preparing the budget.

Homeowner summarized that most of his concerns about the irrigation have been spelled out. When the contractor comes to hook up the system will he be able to look at and consider my suggestions as to where I might think another head might be placed? The person who comes to hook it up the system [HOA contractor] will start the system and ensure that it is running properly and adjust any heads as needed. If they recommend additional heads, you then contact the builder’s contractor to request the additional head(s). The builder’s contractor would install any new additional heads. (NOTE: This process was confirmed by a new homeowner who recently had their property hooked up.)

Is there any information on the lot beyond the stop next to the Raynor Lane property? His realtor advised him that it was land locked. When this property was built the intent was that they were going to buy the farm and continue it on through. In 2008, everything fell out. There used to be a red sign that said “dead end street” but the tree guy may have torn it up and got rid of it. If so, the city might replace it. There is no plan now for anything to happen beyond that property ends which is the farmland.

     o   Action Item: Robert to contact the City of Salisbury to determine if the former sign can be replaced.

There being no further business, the meeting was adjourned at 7:38 p.m.

·       Next Meeting: The next Board of Directors meeting is scheduled for July 11, 2022.


Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 11-July 2022, as amended


Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 7, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:37 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey Member-at-Large), Cathy Jennings (Non-Age Restricted) and newly installed member William Jackson (Non-Age Restricted).

·       Quorum present? Yes

Robert welcomed the Homeowners in attendance:

There were three (3) members in attendance: Evan Lane, C. Paul Hooker, and Linda Hooker.

President’s Report:

·       2022 Board of Directors – Officer Appointments: The Board voted to designate officer positions at the first meeting of the new board. We currently have six (6) board members.

o   Incumbent Sue Revelle and new nominee William Jackson ran unopposed

o   William’s position on the Board is confirmed as a Non-Age Restricted Member, whose term expires in 2025. 

The Board Members unanimously agreed to 2022 – 2023 appointments as outlined below.

2022 Officers

 

President

Robert Holland

Vice President

[open]

Treasurer

Wendy Bailey

Secretary

Karon Dennis

NOTE: 

(a)    The Vice President’s position oversees the Architecture Committee chair. Cathy Jennings is currently on the Architecture Review Board (ARB) Committee and stated that she would think about the Vice President’s position.

(b)    Sue Revelle will remain as the Welcome Committee Chairperson.

·       Discussion of HOA Board Tasks: Robert passed out a list of the duties he currently performs. A discussion followed with reassignments as shown below. Ideas regarding lawn and irrigation reporting are in the process of being worked out with the HOA lawn contractor. The board was asked to continue to review the list and provide any feedback.

TASKS MANAGED BY HOLLAND

REASSIGNMENT OF RESPONSIBILITY

PRESIDENT

Robert Holland continued appointment

VICE PRESIDENT

 

TREASURER

Wendy Bailey

BOOKKEEPER

Wendy Bailey

ARB COMMITTEE

 

LAWN COMMITTEE

 

IRRIGATION COMMITTEE

 

ANSWERWING SERVICE

 

MAIL PICK-UP

Wendy Bailey; William Jackson--Alternate

PLACEMENT OF NOTIFICATION SIGNS

Sue Revelle

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of March 7th disclosed combined assets in our checking and savings accounts at $358,486.96 (Bank of Delmarva [checking] $2,365.73; Money Market Bank of Delmarva [operating account] $132,442.47; Reserve Fund CD at First Shore Federal $135,249.50 and Reserve Fund [checking] at Bank of Delmarva $88,429.26). With an accounts receivable adjustment (-$85.00), the Total Current Assets are $358,401.96.

·       Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 7, 2022) delivered to the Board under separate cover showed Total Income ($133,448.26) and Total Expenses ($22,569.07), with a Net Income in our working fund at $110,879.19.

Is the Reserve Account at the Bank of Delmarva a money market? No. Wendy indicated that we may be able to secure a higher interest rate through the credit union. A study may be done to determine if we can secure a better interest rate at another institution for presentation to the board later.

o   Action Item: Robert to provide Wendy with the current interest rates on the HOA money market accounts.

Secretary’s Report:

·       Board of Director’s Meeting Minutes: The following changes to paragraph, in part, were recommended to the October 11, 2021, recorded minutes distributed to homeowners via electronic mail on November 3rd and posted on the website.

Correction on references to “sinkhole” shown in strikethrough and red under Open Discussion: Homeowner’s Concerns/Comments, excerpt follows: 

o   Wendy brought to the board’s attention that the Post Office has reported that there are places within the community where the road is caving in. When it becomes a delivery issue, the carrier will not deliver the homeowner’s mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months ago to have the street repaired (sink whole sinkhole). City workers look at it, put asphalt on top and within two weeks the hole/sink sinkhole reappears….

Sue made a motion to approve the Draft of the October 11, 2021, minutes, as amended above. Cathy seconded the motion and stands approved.

o   Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and posted on the HOA Website.

Open Discussion: Homeowner’s Concerns/Comments

With the current increase of fuel in today’s market, Wendy asked if the Board should discuss being proactive and consider offering a fuel subsidy to our Lawn and Irrigation Contractor, Delmarva Lawn Care. Robert reported that he spoke to Carl Cottingham who stated he had no intension of requesting/imposing a fuel charge during this contract that runs through 2023. It is expected, however, that the rates will go up with the next bidding process.

·       There being no further questions, the meeting was adjourned at 8:05 p.m.

·       The next scheduled Board of Director’s meeting is May 9, 2022.

 

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 9-May, 2022

 

2021

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 11, 2021

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey (Member At-Large) and Cathy Jennings (Non-Age Restricted).

o   Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Jarvis Cain, Julie Cain, Pat Santoni, Vonnie Williams, Curt Williams, Nancy White, Linda Hooker, Paul Hooker, Harold Brown, Dottie Harris, Geoff Harris, Susan Rainy, Roy Sowers [13 Members present].

President’s Report:

·       Ice Cream Social: Rescheduling this event three times was not magical. We tried and tried but could not pull it off because of weather conditions. It is the Boards hope that we will be successful in securing a time next year to bring the community together.

·       Reminders Documented for the Meeting Minutes: (1) When you park your vehicle on the street, make sure you are parking in the right direction. If the police happen to drive through the neighborhood or someone has called/filed a complaint, homeowners can be fined. (2) RVs or boats cannot be parked in the driveway or street for an extended period. (3) The City Police Department is responsible for street parking violations and may give a warning, however, they can issue a fine between $25-$40 for these violations.

·       Yard Sale: Had a wonderful day for this event with several homeowners within the neighborhood showing all their treasures for sale they no longer want or need.

·       Irrigation and Lawn Services: Robert expressed that the services this year has gone well and improved over the year. Delmarva Lawn Care is a small company, but they have been very responsive.

o   We have lots of sand burs everywhere on Tappan Lane. Robert clarified that the HOA provides general lawn maintenance. We fertilize, spray for certain weeds (broadleaf, clover). He would, however, ask Carl to perform an inspection and advise his findings/recommendations.

o   When it rains on Friday (our scheduled grass cutting day), do we have to wait until the next week to get the grass cut? If missed on Friday and the grounds are dried out enough by Monday or Tuesday, the lawn contractor will cut it then. If it is too wet, you will see a delayed sequence. Carl monitors the weather constantly—if there is going to be a heavy rain Friday, he will cut on Thursday.

o   Last topic is the weed called nutsedge. In the past, the HOA was spraying for nutsedge which turned every yard brown. The problem with nutsedge is when you spray and kill it, you need to overseed in seven (7) days. There was no policy to overseed. The current Board took nutsedge out of the lawn and maintenance contract and advised homeowners at that time to contract a lawn service if they continued to have an issue with this weed.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 12th), we have had five (5) ARB requests submitted, reviewed, and approved.

 

Date Submitted

Date Approved

 

Location

 

Description

1.

07/26/2021

07/27/2021

5917 Tappan

· Master Bathroom Window Removal

2.

07/31/2021

08/05/2021

6095 Tarry Town

· ARB Waiver Approved on Painting Shutters & Door

3.

08/12/2021

08/12/2021

6001 Fire Fly

· Repaint Shutters & Door; Paint Chip provided; No letter required

4.

09/02/2021

09/08/2021

5922 Tappan

· Approved Privacy Fence

5.

09/25/2021

09/28/2021

5970 Tappan

· Approved Shutter Painting

IMPORTANT NOTE for future reference regarding exterior painting of shutters and doors:

o   If you are painting like-for-like color, such as black for black, no ARB approval is required.

o   Any variation from the existing HOA approved color pallet, regardless of how close and without exception, the homeowner must supply the ARB Committee an exact color paint chip matching the desired hue when submitting their written request for approval. 

Secretary’s Report:

·       July Board of Director’s (BOD) Minutes: The Board unanimously approved the motion made by Wendy and seconded by Cathy, to approve the minutes from the July 12, 2021 meeting.

o   Action Item: Karon to redistribute the approved minutes to all the Board Members and update the Website.

·       Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on July 14, 2021, to review a written request from Delmarva Lawn Care, LLC specific to the HOA’s Landscape Management Contract for a one (1) year extension to include the calendar year 2023. Delmarva Lawn Care planned to make a large investment in equipment to perform fertilizing and herbicide treatments in 2022 rather than contracting the work to an independent company. The contract extension would assist them in recapturing their investment. The Board acted by unanimous written consent to accept the request to extend the Landscape Management Contract dated 1-September 2020 to include an extra year for the period January 1, 2023 through December 31, 2023. The 2023 annual contract cost would stay the same as in 2021 and 2022. All other terms and conditions remain unchanged and will continue in force through the denoted extension period. The Record of Executive Session minutes were distributed to the Board of Directors on July 16, 2021. Sue motioned to approve the Executive Session minutes; seconded by Wendy. The minutes stand approved as written.

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of October 10th showed combined assets in our checking and savings accounts at $282,876.02 (Bank of Delmarva [checking] $1,264.66; Money Market Bank of Delmarva [operating account] $93,095.28; Reserve Fund CD at First Shore Federal $134,909.45 and Reserve Fund [checking] at Bank of Delmarva $53,606.63). With an accounts receivable adjustment (-$1,175.60), the Total Current Assets are $281,700.42.

o   Wendy inquired as to what would cause the negative Accounts Receivable (AR) balance of $1,175.60? Money that has not been reconciled for payment of fees.

o   Action Item: Robert to get back to the Board on this issue. COMPLETED 10-21-2021

The HOA CPA reviewed the Balance Sheet. The negative AR amount was the result of (1) a homeowner who paid their 2022 HOA assessment in advance, and (2) other small credits. Robert will make an adjustment when the 2022 bills are processed in December.

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– October 10, 2021) delivered to the Board reflected Total Income ($140,379.54) and Total Expenses ($97,276.93), with a Net Income in our working fund at $43,102.61.

o   If you have a catastrophic event of some kind, like something happened to one of the ponds, what would you fall back on? The Reserve Fund. Apart from large-scale maintenance and repair projects, HOA reserve funds are used in case of unexpected damage and emergencies. We have $228K in reserve now. A reserve plan based on life expectancy of every component was initially set-up.

·       Annual Reserve Fund Contribution: The 2021 contribution of $16,321.00 was transferred from the Money Market Account to the Reserve Fund Account in the name of The Villages at Sleepy Hollow HOA on September 7, 2021.

 

·       HOA Fee Delinquency Recap:   For July we had two (2) delinquencies for the calendar year – one (1) sent to collection agency and one (1) property in foreclosure. Robert reported that the account sent to collection was paid in full, including penalties/attorney’s fees. The other property (5952 Tappan Lane) remains in foreclosure (HUD – reverse mortgage).

·       2022 Proposed Budget – Review and Approval: The Preliminary Budget and Budget Comparison was distributed to the members in attendance [See ATTACHMENT I and ATTACHMENT II made a part of these minutes].

o   Robert highlighted the changes from 2021 versus 2022: (a) Increases in General Expense line items Audit ($50), Insurance – Liability and Bond ($116) Post Office Box Rental ($40); Web Page ($384); (b) Decrease in annual Reserve Fund Contribution (-$1,679) ~~see note below re Addendum to Reserve Fund Analysis.

o   Are all sidewalks covered under the Snow Removal expense? No. Snow is only removed on the common area sidewalks; removal is done by the lawn care servicer.

o   An increase in the number of homes in the Non-Age Restricted Area went from 95 to 103. NOTE: All of the lots in the community have been sold; total number of homes equals 193.

o   Assessment comparison from 2021 versus 2022 …

Dues Assessment

2021

2022

Age Restricted (90 homes)

$1,083

$1,076

Non-Age Restricted (95 vs 103 homes)

$   394

$   387

o   An Addendum will be generated and affixed to the Reserve Fund Analysis to show that no increase was required for the 2022 Reserve Contribution of $18,821 but was instead reduced by the sum of $2,500 in recognition of the expected 2022 Interest on Reserve Fund CD. As a result, the 2022 net contribution for the budgeted line-item Reserve Fund Contribution is shown as $16,321. Karon requested a motion to approve the Addendum for a reduction of the 2022 Reserve Fund Contribution to $16,321 considering the interest to be received. The motion was made by Sue and seconded by Wendy.

o   Wendy complimented Robert on his preparation of the new budget and budget comparison.

o   Can we get a copy of the actual expenses versus proposed budget that shows what has been spent to date? The Treasurer presents the Board with a Profit and Loss Statement at each meeting that shows the actual expenditures compared to the budgeted amount. At year-end, homeowners receive a copy of the Profit and Loss Statement in their Annual Packet (sent by 31-January of the new year) which shows the revenues and expenses and resulting profit or loss over the previous calendar year.

Robert requested a motion to approve the 2022 Preliminary Budget. Motion was made by Cathy and seconded by Sue.

·       Robert hand delivered to each board member a copy of the Accountant’s Compilation Report for the year ended December 31, 2020, as prepared by Philip P. Wheatley, CPA, LLC, Certified Public Accountant.

Committee Reports:

·       Welcome Committee: Sue reported there have been 13 new homeowners move to Sleepy Hollow since the first of the year. She was also happy to report that the committee has secured new literature for the welcome bags!                                                

Unfinished Business:

·       Status Update – Delmarva Power – Vegetation Management Project: DP&L’s contractor, Asplundh Tree Service, completed the trimming of trees and/or other vegetation from the Pemberton 2 Substation at the back of Tappan Lane through DP&L’s right-of-way corridor along Van Tassel Way, Bell Creek Drive and Cross Creek Drive. The project was completed in mid-August.

 

·       Status Update – Storm Management Systems – Spraying Invasive Vegetation: Two bids for spraying invasive growth around the pond rip rap was offered by several companies and ranged from $5,000 or a yearly plan for 3 years. Presently our lawn service contractor is weed-whipping the areas and spraying dry rock with Roundup which is working very well.

New Business:

·       Tree Trimming – Storm Management Systems: Robert reported he is in the process of securing two (2) bids for tree services to do minor trimming around the front pond (wild willow) and any other pond that may have overgrowth.

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

Wendy brought to the board’s attention that the Post Office has reported that there are places within the community where the road is caving in. When it becomes a delivery issue, the carrier will not deliver the homeowner’s mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months ago to have the street repaired (sink whole) sinkhole. City workers look at it, put asphalt on top and within two weeks the hole/sink sinkhole reappears. Mr. Williams suggested that Sue file the complaint via The City of Salisbury’s website – fill out the form and you get an acknowledgement. The issue is then tracked, and you can comment if the issue is not corrected and/or add a picture to highlight ongoing issues.

Do we send annual HOA bills via email? No; usually get complaints that they did not receive the bill.

Mr. Williams expressed his gratitude to Robert and the Board for getting rid of the geese. It has been a great pleasure walking outside and not having to watch every step he takes.

There being no further business, the meeting adjourned at 7:48 p.m.

·       Next Meeting: The next Board of Directors meeting is scheduled for March 7, 2022. 

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 7-March, 2022, as amended

 

 

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 12, 2021

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the President, Robert Holland, at 6:35 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), and Cathy Jennings (Non-Age Restricted)Absent from the meeting were Sue Revelle (Member At-Large) and Wendy Bailey (Member At-Large)

Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Amy Clark (Bennett), William Bennett, Jarvis Cain, C. G. Williams, James Ellis, Bunny Twiford; Allen Twiford, Rejane Jackson, Debbie Dukes, Tony Santoni, Keith Bounds, Roy Sowers.  [12 Members present].

President’s Report:

·       Resident Geese/Mallard DNR Update – 6/25/2021: We entered into an agreement with the Department of Natural Resources (DNR) regarding Wildlife Damage Management to try to prevent pollution in the ponds which we must combat with chemicals, and the potential impacts to human health in the community from the presence of goose nesting contributing to unacceptable accumulations of feces. Action took place on June 25th. Geese will return in a manner of time. If they accumulate in a large number, the board will consider taking a similar action.   Further, the DNR are looking at how we can mitigate the extreme number of mallards that we have (approximately 80). DNR advises against feeding. Refer to attached Exhibit (A) – Sign – YOU CAN HELP WATERFOWL.  Upon reviewing their recommendations, the board will do what they feel is best for the community and move forward.

·       Irrigation and Lawn Services: Robert expressed that the services this year appear to be going well. Occasionally something will fall through, especially with aging parts in the irrigation system. In a more proactive manner, we have instructed the irrigation contractor to replace any damaged part(s) they encounter.  Carl Cottingham, owner of the lawn service company, continues to be responsive when homeowners report issues. Robert reminded everyone about the procedure to report issues via the HOA website, stating the importance of having the paper trail of issues. If you do not have a computer, issues should be reported via the HOA phone at 410-430-9544. For tracking purposes, a service request will be initiated on the homeowner’s behalf by the HOA representative answering the phone.

·       City of Salisbury – Nuisance Trees or Plant Growth: The City Inspector was around the community and subsequently contacted the HOA about trees that would be considered violations because they are below the 7 feet above sidewalks or below 14 feet above the roadway. [Reference City Code 8.09.020 – Definition of nuisance tree or plant growth] Of the trees identified, the HOA was responsible for trimming one on the roadway on Cross Creek Drive and a couple of trees over the sidewalk adjacent to Sleepy Hollow Drive. Should a homeowner encounter a tree where they must duck their head to continue walking, we ask that they report its location on the website. A member of the Landscape Committee will look at the tree and take the appropriate action to get it trimmed.

·       Damaged Tree in Common Area on Pemberton Drive:  We lost a huge sycamore tree at the front pond on the frontage road (Pemberton Drive) during a recent storm. Adams Tree Service was contracted to remove the tree (cut and grind stump).

·       Delmarva Power & Light– Vegetation Management Project: A contractor notified the Board that the growth needs to be cleared on the side of our community that backs up to the Pemberton 2 Substation (behind the cul-de-sac on Tappan Lane) and the property where the high line goes through. Robert reported that he signed a permission slip to have DPL and its contractors to enter onto the property to cut, trim and/or remove the vegetation. We are supposed to be notified when the work is scheduled to be done so that we can inform the homeowner’s surrounding that area of the planned activity. DPL will not access anyone’s yard; work will strictly be done on the right of way. It is not known at this time when the work will commence. 

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (May 10th), we have had three (3) ARB requests submitted, reviewed, and approved. 

 

Date Submitted

Date Approved

 

Location

 

Description

1.

05/17/2021

05/17/2021

6096 Fuller Lane

·       Landscaping

2.

05/20/2021

05/25/2021

6038 Bell Creek

·       Swing Set Installation

3.

07/04/2021

07/05/2021

6095 Tarry Town

·       Repainting Shutters/Door–No approval required

o   Is there a list of colors for painting shutters and doors? There is no list of colors. Originally the paint came from Duron Paint Store, now it is Sherwin-Williams. When it was Duron, you could go in and ask for Ruark & Martin paints, but now you must take a chip to Sherwin-Williams to match your color. If you have black shutters and you want to repaint them black, no ARB approval is required. Should you wish to paint your shutters outside of their original color, the color needs to be submitted to the ARB Committee for approval before the project commences.

o   If you are connected to another townhome (duplex), can you choose your own color? The Board hopes that both residents in the duplex (or quads) would agree to a color so the units would remain uniform. If the color is different from the current spec, a request for a new color should be submitted to the ARB Committee via email or post office box. 

Secretary’s Report:

·       Compliance with Title 11B of the Maryland Homeowner’s Act: On May 23, 2021, we received an acknowledgement from new Board Member, Cathy Jennings, that she read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

·       May Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the May 10, 2021 recorded minutes distributed to homeowners via electronic mail on May 20th and posted on the website.

(1) Spelling correction in strikethrough and red under New Business: l Verification of Rear Property Lines / Concerns

o   Is that survey for one plot or for the parameter perimeter of the pond? 

(2)   A correction in wording under Open Discussion: Homeowners Concerns/Comments

o   Lawn care contractor seems to be better, but question getting them to lower the mower settings – worse thing you can do for clover a lawn.   

A motion was made by Robert to approve the Draft of the May 10, 2021 minutes, as amended above. Motion was seconded by Cathy and stands approved.

o   Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies will be sent to each Board member and posted on the HOA Website.

·       Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on June 22, 2021, to review the Cooperative Service Agreement from the Department of Natural Resources (DNR) to cooperate in a wildlife damage management project for Resident Canada Goose Damage Management. The Board acted by unanimous written consent to accept the work plan from the DNR (not to exceed $3,346.64). The minutes were distributed to the Board of Directors on June 29, 2021. Cathy motioned to approve the Executive Session minutes; seconded by Robert. The minutes stand approved as written.

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of July 11th showed combined assets in our checking and savings accounts at $310,029.05 (Bank of Delmarva [checking] $908.43; Money Market Bank of Delmarva [operating account] $96,492.44; Reserve Fund CD at First Shore Federal $134,570.26 and Reserve Fund [checking] at Bank of Delmarva $78,057.92). With an accounts receivable adjustment (-$1,165.60), the Total Current Assets are $308,863.45.

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January 1– July 11, 2021) delivered to the Board reflected Total Income ($139,097.80) and Total Expenses ($68,832.16), with a Net Income in our working fund at $70,265.64. 

·       HOA Fee Delinquency Recap:   We have two (2) delinquencies for the calendar year – one (1) sent to collection agency and one (1) property in foreclosure.  

Committee Reports:

·       Welcome Committee: No status report was available at this meeting, however, we surveyed those new homeowners present to determine if they had been greeted by the committee. During the Open Discussion period of the meeting, Cathy captured the names of those new homeowners who had not yet been contacted by the Welcome Committee.                                                                                                

Unfinished Business:

·       City of Salisbury – Renewable Electricity Project – 2019: The streetlights within Sleepy Hollow were transitioned over to LED in conjunction with a renewable electricity project conducted by The City of Salisbury.  The City’s project started in October 2019 and stopped after completing approximately 75% of the conversion. They were able to resume the project after receiving the rest of their grant funding. The remaining lights in the Non-Age Restricted section of our community have now been converted to LED. The streetlights are City property; the cost of this conversion was borne by the City at no cost to Sleepy Hollow.

New Business:

·       Spraying Invasive Vegetation, as needed, in Ponds: (a) Robert reported he has been in contact with multiple contractors to get quotes for weed control in all five (5) ponds to include spraying all riprap rock (swales) and cutting back grasses and branches from the drains in all ponds. Two quotes received ranging from $2,800 to $5,200. Search for a reasonable cost bid for “just cutting weeds” is still ongoing. (b) While inspecting the ponds, it was discovered that the riprap was sinking in four (4) locations around Tappan, Bell Creek and Van Tassel.  To help stabilize the shoreline and prevent any further erosion, a motion to have our contractor repair/add riprap to each location at a cost of $500 per location (not to exceed $2,000) was made by Karon and seconded by Cathy to carry the motion. The cost to raise the swale would be borne by the maintenance of Stormwater Management Systems under our Reserve Fund.

·       Well #2 and #2B near Van Tassel – June: The two (2) wells on Van Tassel are about 15 and 8-10 years old. The pump on the “younger” well (#2B) had to be replaced at a cost of $6,200. While the contractor was working, the older pump (#2) began to malfunction. After an inspection, they performed an acid wash to clean all the dirt in the filter and screen that is 100 feet underground; this action corrected the water flow ($2,500). The main reason that underground piping fails is due to friction from trying to push too much water through or bad glue joints. Our irrigation contractor has adjusted for a 2 second delay so when the pump starts it does not get all the pressure at once.

·       Social Event – Ice Cream Truck: Robert reported we are trying to get an ice cream truck for a couple of hours in late August or early September.  Be on the lookout for an invitation!

Open Discussion: Homeowners Concerns/Comments

The floor was opened for general questions and comments.

What was the surveyor outcome in the dispute about a flower bed being on common area or the homeowner’s yard? The survey showed approximately 90% of the flower bed was within the homeowner’s property line and 10% was on common area. The homeowner will maintain the flower beds.

There being no further business, the meeting was adjourned at 7:19 p.m. 

·       Next Meeting: The next Board of Directors meeting is scheduled for October 11, 2021.

Minutes submitted by Secretary, Karon Dennis

"APPROVED' watermark denotes Meeting Minutes approved on 11-October 2021

Exhibit (A)

Sign – YOU CAN HELP WATERFOWL